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Award letter

1. Upon successful application of the Learning and Teaching (L&T) Grant, the Principal Investigators will receive an award letter from Education and Training Academy.
2. Principal Investigators must acknowledge and accept the terms and conditions outlined in the award letter by providing their signature.

Fund disbursement

1. Principal Investigators must request a Grant Project Code by submitting the Non-Research Award Project Code Request form.
   • Select Internal Non-Research Award grant type and cost centre M01020ETA - Education and Training Academy
2. Principal Investigators may monitor updates to their project codes in the SAP WBS Project Codes & Elements - Google Sheets.

Role of Asana in LTG

1. Principal Investigators will be given access to an Asana project for project management and communication purposes.
2. Principal Investigators are responsible for maintaining their L&T Grant Asana project throughout the grant duration.
3. Principal Investigators may communicate with Education and Training Academy through Asana when in need of assistance.

Ethics clearance

1. If required, the Principal Investigators must obtain ethics clearance before starting their projects.
2. This requirement also applies to projects involving human participants.
3. Please refer to the Research Ethics Integrity for more information on ethics clearance.

The respective grant holder’s School is responsible for all RA-related processes. All RA approvals and sign-offs must be completed by the School, as the Education Academy is not involved in or responsible for any RA documentation.

The appointment and management of Research Assistants (RAs) may differ from School to School.

Appointment of RAs

1. Principal Investigators must adhere to the Sessional Appointment Guide during the appointment of RAs.
2. Principal Investigators may contact the relevant unit in their School for assistance in appointing RAs.

Timesheet management of RAs

1. Principal Investigators must be the first reviewer and approver in RA timesheet management.

Grant expenditures and purchases must align with the approved budget allocations stipulated in the award letter and must comply with campus guidelines, policies, and the advice of the Finance and Procurement Unit.

If there are any further questions regarding the relevant guidelines and policies, please reach out to the Finance team through their Asana Form for assistance.

Purchase requisitions

1. For all purchases, Principal Investigators are encouraged to contact the relevant unit within their School for assistance (eg. vouchers).
2. All approvals must be processed by the School's Research Office and approved by either HOS/HOD.

Travel and expense management

1. Principal Investigators and collaborators at Monash University Malaysia must submit travel expense reimbursements through SAP Concur.
   • Refer to the SAP Products Guide for a detailed submission process; ensure accuracy in the project element code during submissions.
2. For collaborators without SAP Concur access, Principal Investigators may contact the relevant unit in their School for assistance in the reimbursement process.

Progress report

1. Principal Investigators are required to submit progress report(s) by the due dates stipulated in their award letters.
2. Make a copy of and complete the Progress Report Template.
   • The template is a view-only file. Please make a copy of the file in your Google Drive to edit it. Then, save it as a PDF for submission.
3. A review and signature from the Deputy Head of School (Education) are not required at the progress report stage.

View progress report flowchart

Financial report

1. Principal Investigators may monitor their grant expenditures through Monash University Malaysia's financial management system, SAP S/4 Hana.
2. Submit an IT Request under "Access to Application/ Site/ Form / Document URL" to request access to grant reports on SAP S/4 Hana.
3. Refer to the SAP Products Guide - Project Reporting for more information on Structure Overview to view grant reports.

1. If there are any significant changes to the project and budget outline, the Principal Investigators may submit a project variation request.
2. The request must be accompanied by a justification and aligned with the project's original objectives.
3. The Director of Education and Training Academy and Head of Education Academy will review and determine the outcome of the request.
4. Once approved, a signed grant variation internal memo will be attached to the Asana task to inform Research Finance and the Principal Investigators.