CSI Conference Application Form · Web viewRefer to page 1 for the list of documents required for submission; maximum amount to be reimbursed for the period of award is $10,000.)

APPLICATION FORM - USE Of EDUCATIONAL ALLOWANCE (Conference)

Note: Students are only allowed to spend up to S$10,000 for the period of their candidature and will have to write-in to seek approval from CSI for the necessary funding.

PART 1

SECTION I - TO BE COMPLETED BY STUDENT

1. Name (Mr/Miss/Mrs): Matriculation No. :

2. Supervisor(s) :

3. Department : Cancer Science Institute of Singapore

4. Start date of candidature: End date of Candidature :

5. Type of Candidature: PhD

6. Citizenship:

Singaporean PR of Singapore Others (Pls specify: )

7. Research Area/Topic:

8. Types of Education Activities:

(a) Local Conference

(b) InternationalConference

(c) Overseas courses

(d) Overseas ResearchAttachment

(e) Others, please specify: __________________________________________________

For 8(a) to 8(e), please refer to Annex 1 and fill in Section I of the form. Your supervisor has to complete Section II of the form.

Instructions: I. BEFORE Travelling

Complete this set of application form ONE month prior(if VISA needed, factor in more time) to conference / overseas course/research attachment

Complete “Conference Leave Application” Form (available on the CSI website); to be attached to this set of application Complete “NUS Research Scholars’ Leave System” for any personal leave on top of conference leave at

https://inetapps.nus.edu.sg/pgrsleave/user/userlogin.aspx; submit the “Holiday Leave Application Endorsement” an email on approval from supervisor for leave applied (if applicable)

Submit the above 3 forms with the following documents: Abstract of Conference / Research attachment / other approving/recommendation letter to attend conference for

Oral/Poster presentation Information on Registration Fee (indicate what component does registration entails) with conference/research attachment

itinerary Quotation of Airfare (most economical and direct route) Any other documents to support financial assistance application

II. AFTER Travelling Complete the “Conference Allowance Reimbursement” Form (available on the CSI website) Submit the above form, together with the following documents Conference itinerary/ agenda/ programme outline Air-tickets (e.g. boarding pass & e-ticket or tax invoice)Original receipts, registration fee invoice/receipt, hotel invoice, local transport/train. If registration of conference is via email,

student is required to submit a copy of his/her bank/credit card statement.A 1-page conference report., using the “Conference Report” Form (available on the CSI website)

Centre for Translational Medicine (CeTM) #12-01, 14 Medical Drive Singapore 117599 Page 1 of 9 (C_Form_02)Tel: (65) 6516 7287 Fax: (65) 6873 9664Website: www.csi.nus.edu.sg 1 June 2016

http://www.csi.nus.edu.sg/

https://inetapps.nus.edu.sg/pgrsleave/user/userlogin.aspx

Annex 1

Conference/Overseas Courses/Research attachment Funding Form

SECTION I - TO BE COMPLETED BY STUDENT

1. Education Enrichment Activities Details (Please attach brochure / abstract/ official handout of activities) :

Title/ Name of Research Institute:

Venue:

Dates: From To

2. Frequency of Conference/ Course/Attachment :

Regular ( ) Annual ( ) Biennial

Irregular, specify ________________________________________________________________

3. Nature of Attendance :

Open to all By Invitation

By Nomination; specify nominating body _____________________________________________

4. Nature of Participation : (Please attach copies of relevant correspondences)

Oral Presentation of a Paper A panel discussant

Poster Session Others; please specify ____________________________

5. Publication of Conference Proceedings and Reports : (if applicable)

Yes No

6. Details of Paper / Address to be presented at Conference : (if applicable)

(a) Title of Paper / Address :

(b) Authors / Co-authors:

Name Department

(c) Paper accepted for presentation at conference :

Yes No



(d) Paper is the result of multi-disciplinary research:

Yes No

(e) Paper has been presented previously / substantially presented previously :

Yes; details given below No

Name of Conference and Previous Presentation Dates of Conference

7. Please state the objectives to be achieved by attendance at this conference/ Overseas Courses/ Overseas Research Attachment :

8. Details of Conference/ Overseas Courses/ Overseas Research Attachment attended in last 5 academic years:

(i) Title of Conference/ Overseas Courses / Name of Research Institute (ii)Previous Presentation (if applicable)

VenueDate Amt of Financial

Assistance From UniversityTo From

9. Proposed period of leave : From To

10. Leave to be applied for immediately before, or after, the proposed conference leave :

No Yes; From To

Contact Information While AwayAddress Telephone Email



11. Financial assistance requested, details given below :

No. Description Amount ($)

a. Airfare (Please attach quotations from authorized travel agents)

b. Per Diem Allowance (only during conference/ course/ attachment period)

c. Accommodation

c. Student Registration Fee

TOTAL (S$)

12. Any financial assistance received from other sources :

No

Yes; details given below and copies of relevant correspondences attached

Source :

Amount : ie. Air-ticket :

Accommodation : Per Diem : Others :

13. Remuneration / Payment from other sources:

No

Yes; details given below and copies of relevant correspondences attached

Source :

Amount :

14. I acknowledge that only ONE author per paper can submit an application for financial support from the University for the conference.

Date : Signature of Applicant :

SECTION II - TO BE COMPLETED BY SUPERVISOR(S) OF APPLICANT

1. Application is supported :

Yes No

Reason(s) :

2. I approve this leave application and acknowledge that only ONE author per paper can submit an application for financial support from the University for the conference.



Ranking in order of priority of students proposing to attend the same conference (if applicable).

No. Name No. Name

1. 3.

2. 4.

Date : Name of Supervisor(s) :

Signature of supervisor(s):

SECTION III – FOR OFFICIAL USE ONLY

1. Application is :

Approved, for financial assistance of S$ ___________________.

Not Approved

2. Comments :

Signature:

Name of approving officer: Prof Peter Lobie

Designation: Chair, Graduate Program Academic Committee , CSI

Date:



Guidelines for reimbursement of conference claims

1. Per diem allowance is subject to the following reimbursement arrangement.

Reimbursement schemeAirfare: 100% of amount incurredAccommodation: 100% of amount incurredRegistration Fee: 100% of amount incurredVisa Application 100% of amount incurredPer Diem Allowance: 20% of daily subsistence allowable

Per Diem reimbursement is based on the daily subsistence allowable payable for the country concerned and comply to University policy

Please contact CSI Office for the limit allowed on Per Diem. Please manage your budget for conference since Per Diem covers food, local transportation (taxi/bus/train),

etc. Ensure that there is no DOUBLE CLAIM on any of this item stated from PI or department. It would be

considered as an intention of fraudulent; CSI will take disciplinary action against any student who has been caught in this act.

Original Documentation Needed: For airfare, accommodation and registration fee reimbursement, original receipts must be submitted. For per diem, original receipts must be submitted for reimbursement (ie. Hotel bill, local transport/train

ticket, etc.

2a. BEFORE attending the conference/overseas course/research attachment - Complete this set of application form ONE month prior(if VISA needed, factor in more time) to conference /

overseas course/research attachment Complete “Conference Leave Application” Form; to be attached to this set of application (Not for application of

personal leave) Complete “NUS Research Scholars’ Leave System” via

https://inetapps.nus.edu.sg/pgrsleave/user/userlogin.aspx for any personal leave on top of conference leave; submit the “Holiday Leave Application Endorsement” an email on approval from supervisor for leave applied (if applicable)

Submit the above 3 forms with the following documents:- Abstract of Conference / Research attachment- Itinerary of Conference/ Research Attachment - Information on Registration Fee* (indicate what component does registration includes ie. Meals or

accommodation)- Quotation of Airfare* (most economical and direct route)- Any other documents to support financial assistance application- Any other approving/ recommendation letter to attend conference for Oral/Poster presentation

*Prior approval from CSI is needed before registration and purchasing of air-ticket. CSI reserve the rights to decline reimbursement for these components if prior approval has not been given.

3b. AFTER attending the conference/overseas course/research attachment Complete the “Conference Allowance Reimbursement” Form (available on the CSI website) Submit the above form, together with the following documents - Conference itinerary/ agenda/ programme outline- Air-tickets (e.g. boarding pass & e-ticket or tax invoice)- Original receipts & registration fee invoice/receipt. If registration of conference is via email, student is required

to submit a copy of his/her bank/credit card statement.- A 1-page conference report, using the “Conference Report” Form (available on the CSI website)



https://inetapps.nus.edu.sg/pgrsleave/user/userlogin.aspx

SOPFor STUDENT'S CONFERENCE

APPLICATION & CLAIM

Apply and submit the official leave with Education Allowance for Conference Application to CSI Student Team, minimum 1-monthi notice prior to the conference.

↓

Conference Review Committee (ANY CSI Academic Committee Member) to evaluate and approve the individual submission.

Proposal for Conference Reimbursement:

100% - Airfareii

100% - Accommodationiii

100% - Registration Fee

100% - Visa Application

20% - Per diemiv (for Conference Period ONLY)based on the daily subsistence allowance payable for country concerned

↓

Once CSI Office has approved the application, official notification to reach applicant at least 2 weeks before the conference, copied to CSI Finance.

↓

Within 1 week from the return date, student to submit Reimbursement form, along with these documents:

- Original Application for Conference / Overseas Course/ Research Attachment Leave Form (with CSI Office)

- Original Application for Financial Assistance (with CSI Office)

- Original receipt for Registration Feev

- Original Boarding Pass, Airfare Invoice & Receipt, Hotel Invoice, Local Transport/Trainvi

- A short report on the conference↓

Reimbursement to be processed upon receipt of all documents and forms duly completed and submitted

↓

Students to receive reimbursements within 2 months from submission of claims

(provided required forms/documents are completevii)

Important Documents needed to complete application or claims:



Air-ticket Official appointed agent is Pricebreaker.com (Pacific Arena), Invoice of the airfare will be billed to student w.e.f. 1 April 2009. Student has to make the

payment and CSI will reimburse the student the amount incurred. Most economical and direct round trip ie. Travel from A to B to C, return from C to B to A No Open Jaw Ticket ie. Travel from A to B, return from C to A External travel agent used must be cheaper than Pricebreaker.com or airfare by airline

Official Agent QuotationQuotation from Pricebreaker.com is encouraged. Students can contact PriceBreakers at [email protected] for quotations. Alternative airfare by airlines can be used: http://travel.vital.gov.sg/airline_prog.aspx

Electronic tickets/registration receipt Write on the reverse of the E-ticket/ E-registration receipt/other E-receipt together with your

signature:“I certify that these expenses were incurred for official purposes and in compliance

with University guidelines. Electronic receipts enclosed have not been submitted previously for claiming."

Official Receipts Only official receipts will be accepted along with the payment statement ie Credit Card or

Bank statement. VISA slips, NETS transaction slips etc will NOT be accepted.



http://travel.vital.gov.sg/airline_prog.aspx

mailto:[email protected]

mailto:[email protected]

i If VISA is needed, apply VISA first or send in form much in advance ii Air ticket by appointed agent - Pacific Arena or by airline directly iii Accommodation allowance is only provided for overseas conference. Accommodation based on moderate class hotel (3 or 4 star) or conference hotel rates, as applicable

iv Exact amount reimburse will be based on Conference Program v Registration receipt with payment statement (bank/credit card)vi Boarding tab and air ticket payment statement (bank/credit card), Hotel invoice, Local transport/trainvii Refer to page 1 for the list of documents required for submission; maximum amount to be reimbursed for the period of award is $10,000.