1.0   INCOME TAX
Question:
I have been given an Income Tax form before pursuing my studies abroad. What is the purpose of the form?

Answer:
According to Section 83 (4) of the Income Tax Act 1967, the employer must give the tax notice to the Director General within 1 month before the date of officer’s departure. 
   
2.0 MATERNITY LEAVE
 
Question:
Can I apply for Maternity Leave during my study leave?

Answer:
Based on the PSD regulations, there is no leave while an officer is on the study leave. Hence, you are not eligible for the maternity leave and application for extension of study during your study leave.
   
3.0 SCHOLARSHIP AND ALLOWANCE
   
  3.1 MODE OF PAYMENT
 

3.1.1

Question:
Who pays for my scholarship and allowance?

Answer:
The officer’s scholarship and allowance are paid by the sponsor either the Ministry of Higher Education (MOHE), UTeM or other sponsors (only one sponsor at one time)
i) a) MOHE Sponsorship (domestic) = Scholarship + Subsistence Allowance
UTeM = Family Allowance + Home Rental Assistance Allowance
b) UTeM Sponsorship (domestic) = All above are sponsored by UTeM
ii) a) MOHE Sponsorship (overseas) = Scholarship +Subsistence Allowance
UTeM = Family Allowance + Home Rental Assistance Allowance
b) UTeM Sponsorship (domestic) = All above are sponsored by UTeM
iii) Other sponsors (RMIT/MARA/others) = Scholarship + Subsistence Allowance + Family Allowance + Home Rental Assistance Allowance. If any of the allowances are not covered by the sponsor, UTeM will cover the allowance.* However, the officer needs to confirm that the scholarship does not come with a contract between  the officer and the non-UTeM sponsor.
   
3.1.2

Question:
How the payment is made?

Answer:
If the sponsor is UTeM, the Study Leave Division will provide the proposed payment based on the scholarship rate set by the government to the Bursary quarterly (as shown in the table below). The actual amount of payment is determined by the Bursary based on the current foreign exchange rate.

MONTH PAYMENT
JANUARY, FEBRUARY, MARCH JANUARY
APRIL, MAY , JUNE APRIL
JULY, AUGUST, SEPTEMBER JULY
OCTOBER, NOVEMBER, DECEMBER OCTOBER

(Subject to change)

   
  3.2  COST OF LIVING ASSISTANCE (COLA)
 
3.2.1   

Question:
Am I eligible to receive the living assistance allowance (COLA) during my study leave?

Answer:
COLA is only available for staff who studies domestically only. 

3.2.2

Question:
What is the rate of subsistence allowance that I’m eligible for? 

Answer:
The rate is based on the Service Circular No.6 of 2007 and its amendment. Please refer to the Salary and Service Management Unit, Human Resource Management Division, Registrar Office.

   
  3.3   FAMILY ALLOWANCE 
 
3.3.1

Question:
Will I receive the Family Assistance Allowance if I pursue my study in Malaysia and my spouse is working?

Answer:
Yes, provided that your spouse accompanies you and  move to your place of study. It depends on the following conditions:

  1. The course duration is twelve (12) months or above; or
  2. The officer’s family stays together overseas continuously for no less than six (6) months.
3.3.2

Question:
Who pays for my family allowance?

Answer:
Family allowance is paid by UTeM according to the regulation.

3.3.3

Question:
How is the family allowance paid?

Answer:

The Study Leave Division will provide the proposed payment based on the scholarship rate set by the government to the Bursary quarterly (as shown in the table below). The actual amount of payment is determined by the Bursary based on the foreign exchange rate.

3.3.4

Question:
How do I apply for an increased family allowance upon getting a newborn?

Answer:
An official application should be made by sending a letter or email to the Study Leave Division together with the Additional Dependent Form which can be accessed on the Registrar's Office (Human Resource Management Division) website.  Your child’s birth certificate should also be attached with the application.

3.3.5

Question:
If I got married during the study leave, am I eligible to apply for the family allowance and when is the starting date of the family allowance sponsorship?

Answer:
Yes, provided that the spouse stays together with the officer for more than half period of the study duration or by the approval of study leave and scholarship. The sponsorship starts from the date the spouse stays together with the officer.   

3.3.6

Question:
If one of the family members suffers from a chronic and prolonged illness, am I allowed to bring them abroad and apply for the family allowance?

Answer:
It is not allowed due to the increased of medical cost, disturbance in studies and other problems arise if the illness becomes more critical while staying abroad.

   
4.0 CLAIM
  4.1 HEALTH INSURANCE
   
4.1.1    

Question:
Is the “National Health Service (NHS)" in the United Kingdom considered as health insurance that funded by the scholarship sponsor?

Answer:
Yes. It is a health insurance that is compulsory for staff who are on study leave who continues his/her studies and is set by the country of study or the university where he/she is studying (excluding for contributed insurance via insurance companies that are not required by that country.  Normally, country or university that requires the health insurance are the United Kingdom and the United States.

 

4.2 CHRONIC ILLNESS MEDICAL CLAIMS

 
4.2.1

Question:
My spouse suffers from chronic illness (heart attack) and seeks treatment at the hospital overseas and the medical costs are not covered by the insurance and the are not borne by insurance. Can I apply for the sponsorship of the medical costs?

Answer:
No, the spouse is advised to return to Malaysia to undergo treatment in accordance to the local health regulations.

   
5.0 CHILDCARE COSTS
5.1

Question:
Does UTeM sponsor the childcare cost?

Answer:
The Family Allowance is given to cover the costs involved in the family.

   
6.0 FINANCIAL GUARANTEES

6.1  

Question:
What is a "LETTER OF FINANCIAL GUARANTEE"?

Answer:
A “LETTER OF FINANCIAL GUARANTEE" is a document issued by UTeM to obtain an offer letter for study and registration purposes if approved under UTeM sponsorship. The document can also be used for visa application purposes. It provides the information such as verification of officer as UTeM staff, list of family members to accompany abroad, list of allowances to be paid by the sponsor and others.

6.2

Question:
Does the "Financial Guarantee Letter" guarantee that I will be approved for Study Leave and Scholarship?

Answer:
The approval for Study Leave depends on the decision of SLAB/SLAI Scholarship Meeting, Ministry of Higher Education. If an officer is approved for study leave and scholarship other than UTeM (such as KPT scholarship, etc.), it is the responsibility of the officer to submit the "Financial Guarantee" by the scholarship sponsor to the University of Study.

6.3

Question:
Is the "Financial Guarantee" can be issued at any time?

Answer:
The officer can apply the “Financial Guarantee” for maximum three (3) times only to obtain the offer letter. However, it depends on the discretion of the Study Leave Division.

6.4

Question:
How to apply the “Financial Guarantee” and how long does it take to get the letter?

Answer:
Application must be done by sending an email to the Study Leave Division and containing the officer’s full name, identity card number, and name of university of study in question. The financial guarantee letter will be issued within three (3) working days.

   
7.0 COURSE PROGRESS REPORT
 
7.1  

Question:
What is a "Course Progress Report" / "Progress Report"?

Answer:
Course Progress Report / "Progress Report" is a report that contains the progress and achievement of your study which needs to be submitted to the Study Leave Division and Faculty to enable us to keep abreast with your progress and status of study.

7.2

Question:
To whom should I submit the completed Progress Report form?

Answer:
The completed "Progress Report" form with the endorsement of supervisor must be sent to the Study Leave Division.

7.3

Question:
Can I use the "Progress Report" form prepared by the sponsor (e.g. Ministry of Higher Education) or University of study to be submitted to UTeM?

Answer:
You cannot submit your "Progress Report" using other form because the format prepared by UTeM is different and must follow the prescribed conditions and procedures as stated in the study leave approval letter.

7.4

Question:
If my University applies the "quater system" within 3 months learning period with 3 compulsory quarters per year and 1 quarter option, do I need to submit the report for each quarter?

Answer:
The University has set a period of six (6) months as the benchmark for the submission of each progress report.

However, if there is any requirement in submitting the report for a period of three (3) months, then the University has no objection but submission of more than a 6-months duration is not allowed. In the event of tardiness, you must state the reason for late submission by notifying the Study Leave Division.

7.5

Question:
If I fail to submit the "Progress Report" within the stipulated time, what action will be taken?

Answer:
Failure to submit the "Progress Report" will result in the suspension of salaries and allowances without any notification.

This procedure has been stated in the study leave approval letter.

   
8.0 EXTENSION OF STUDY LEAVE AND SCHOLARSHIP
8.1  

Question:
How do I apply for an extension of study leave?

Answer:
The application must be submitted three (3) months before the expiry date of the original study leave or previous extension approval. For the extension of scholarship by the Ministry of Higher Education, you must apply through the ESP Online System (ESP = Electronic Scholarship System) which can be downloaded at www.mohe.gov.my. The original documents must be submitted to the Study Leave Division for the purpose of processing and approval at the Faculty and Study Leave Committee Meetings.

8.2

Question:
What are the required documents for study leave extension applications?

Answer:
The required documents for extension purposes are as follows:

      i. Official letter of application for Study Leave extension

  1. UTeM Study Leave Extension Application Form
  2. KPT Application Form for Extension
  3. Support letter from Supervisor – This letter should use the University of study’s official letterhead
  4. Study development chart or "Gantt Chart"
  5. Confirmation letter of PhD Candidate / Defend Proposal Letter
  6. Thesis Draft
8.3

Question:
Am I eligible for the approval of study leave extension and scholarship?

Answer:
The approval is subject to the Study Leave Committee Meeting and approval from faculty, supervisor's endorsement, study develoment, submission of progress reports and other considered aspects. However, the extension is not an officer's right and will not be given automatically

8.4

Question:
Am I eligible to receive the family allowance during the extension period?

Answer:
You are eligible to receive the family allowance if approved by the first extension of the status "Full Paid Study Leave with Scholarship" and this is subject to the eligibility of scholarships by the Ministry of Higher Education as per the Administration Circular of the Ministry of Higher Education Malaysia No.1/2011 and its amendments.

8.5

Question:
How do I get the financial guarantee (Financial Affidavit/Guarantee Letter for Visa) after the extension is approved?

Answer:
A financial guarantee letter will be issued by the scholarship sponsor (e.g. KPT) and you will have to deal directly with the sponsor. For the purpose of obtaining financial guarantee for the family, you must submit an application to the Study Leave Division.

   
9.0 CHANGES
9.1  

Question:
Can I apply for study leave and scholarship after changing the study mode from part-time to full-time?

Answer:
Application can be submitted and will be considered by the Study Leave Committee Meeting and the scholarship sponsor (e.g. KPT). The application must approved by the Dean of the Faculty.

The method of application is as per Study Leave and Full-Time Scholarship applications. The approval period for consideration is the minimum duration stated in the full-time study offer letter issued by the University of Study.

9.3 UNIVERSITY OF STUDY
9.3.1 

Question:
I have problems with the supervisor overseas. Can I change my University of study but remain outside the country?

Answer:
All rules regarding changes are described in the Offer Conditions and Study Leave/Scholarship Rules. Application to change University of Study must be submitted to the Study Leave Division together with the new supervisor's biodata and the proposal. Decision on the application is subject to the decision of the Study Leave Committee Meeting.

9.3.2

Question:
I have problems with the supervisor and university of study. Can I change my university of study from the oversea university to local university?

Answer:
All rules regarding changes are described in the Offer Conditions and Study Leave/Scholarship Rules. Application to change the university of study must be submitted to the Study Leave Division together with the new supervisor's biodata and the proposal. Decision on the application is subject to the decision of the Study Leave Committee Meeting. Staff must obtain an Offer Letter of Study from the local University first.

   
10 APPOINTMENT WHILE IN STUDIES
10.1 

Question:
I have been appointed as UTeM Fellow and are currently in the final year of Master studies abroad and have got an offer to pursue at PhD level. How do I apply for study leave and scholarships?

Answer:
A Fellow needs to return and report him/herself to the Study Leave Division first. After reporting for duty, he/she  and apply for study leave by completing and submitting a new study leave application. This application is subject to approval from the Study Leave Committee Meeting.

10.2

Question:
How long will study leave and scholarship be approved?

Answer:
The start date of the approved study leave depends on the scholarship duration approved as per the University's offer letter of study.

Example:

i. Study locally: Study leave period and approved scholarship is for 36 months only.

ii. Study abroad (Japanese/Spanish/USA): The period of study leave and approved scholarship is for 42 months.

i. Study abroad (other than the specified country): The period of study leave and approved scholarship is for 36 months.

However, the University gives additional 7 days leave or one week earlier than the approved study leave period for the purpose of staff to resolve all matters before the commencement of study leave.

10.3

Question:
I am abroad. Can I pursue my PhD studies even though I have not yet obtained the official master's results?

Answer:
The official results of previous studies are basic conditions for study leave application and scholarship. Therefore, you are required to fulfill these conditions. However, the application will be brought to the Study Leave Committee Meeting (JKCB) for consideration.

   
11 APPLICATION FOR STUDY LEAVE WITHOUT A SCHOLARSHIP
11.1 

Question:
Can I apply for study leave only without any scholarship sponsorship?

Answer:
Yes, you can and the application process is the same as the application for study leave by submitting an official letter applying for study leave only. However, you will still need to sign a study leave agreement and related documents.

   
12 ATTENDING CONFERENCE AND PAPER PRESENTATION
12.1

Question:
Is attending a “poster” presentation allowed? What is the procedure for the application to attend conference and present paper?

Answer:
information, the Ministry does not give approval and incurs expenses involving “poster” presentation. This is a condition set by the Ministry of Higher Education.

To attend a conference and paper presentation, you need to apply at the KPT online ESP system and upload the requested form. The forms must also be sent to BCB via email as our referral if any matters arise. Among the documents required are:

i. Application form to attend KPT conference

ii. Official letter from the officer who wish to attend the conference. Should specify presentation details and cost implications (estimated expenses for conference fees, meal expenses, taxi usage, flight tickets etc)

iii. Invitation letter /email from the organizer

iv. Presentation paper (must state an acknowledgement to UTeM)

12.2

Question:
Is there any national related conditions allowed to attend conference and present paper?

Answer:
Here are the places/countries allowed for you to attend conference and for paper presentation and KPT will bear all expenses involved. If you wish to travel to a country other than the permissible countries, then the Ministry only covers RM5,000.00. Details are as follows

NO COUNTRY OF STUDY AUTHORISED COUNTRIES

1

UK/European Country

European Countries

2

United States/Canada

United States/Central America/South America/Canada

3

Australia/New Zealand

Australia/New Zealand/All Asian Countries

4

African countries

Africa/Europe/West Asia

5

Asian Countries (Other than Malaysia/West Asia)

Australia/New Zealand/All Asian Countries

6

Western Asian countries

Asian/European/African countries

7

Malaysia

All Countries

   
12.3

Question:
How many times can I apply for a University sponsorship and what are the costs to be incurred?

Answer:
Based on the rules of study leave, you can apply to attend conference and present paper for only once. All costs are incurred provided that all original receipts/invoices are attached together with the Overseas Travel Claim Form.

12.4

Question:
Can I pay in advance all the expenses including airline tickets/returns and make a claim later?

Answer:
Application for air tickets to attend conferences and paper presentations can be made in advance through the Study Leave Division. This is because it is a facility given to officers who have obtained approval to attend and present the paperwork. However, if there is anything else that requires airline booking be made privately, the officer must obtain the approval from the Study Leave Division and make a justification letter in relation to the matter.

12.5

Question:
What is the payment limit for the registration fee?

Answer:
The cost of fees paid depends on the fees recorded in the brochure or receipt issued by the organizer.

12.6

Question:
Can I apply for advance payment?

Answer:
No because the financing of the University and KPT depends on the actual total costs claimed with the original receipt or invoice attached.

12.7

Question:
Can I ask the University to pay the registration fee in advance?

Answer:
To date, the University has no financial allocation for that purpose.

12.8

Question:
How long will the application to attend conference and present papers will be considered? What are the effects if there is delay in the delivery of the application?

Answer:
The basic condition is the application must be submitted at least three (3) months before the date of seminar/conference. Applicants need to apply in the ESP Online System which can be accessed at the website of KPT Scholarship Division at  www.mohe.gov.my. Late applications will not be entertained.

12.9

Question:
How long does it take to get the approval of the application?

Answer:
The application will be processed in advance to get the certification at the Faculty level. The application will then be brought to the Study Leave Committee Meeting to obtain approval and the application will be certified by the University in the online ESP System. The duration for the release of official approval letter depends on the ministry.

12.10

Question:
Can I submit the application documents via email?

Answer:
All documents that do not involve the original receipt or invoice can be sent in the form of “softcopy” provided that it is complete and signed.

12.11

Question:
What forms should be submitted for travel claim purposes to attend and present papers?

Answer:
Overseas or local claim forms can be found at www.mohe.gov.my. The form is a Travel Allowance Claim to the overseas for the purpose of presenting Papers at the SLAB/SLAI Conference. If the staff gets UTeM scholarship sponsor, then the Overseas Travel Allowance Claim form can be found at the Bursar's Office official website. Completed forms must be submitted to the Study Leave Division for processing purposes.

   
13 AIRPLANE TICKETS
13.1 

Question:
Can I make a flight ticket booking and pay in advance using my own money?

Answer:
All flight bookings must go through the Study Leave Section. However, certain cases can be considered such as no MAS or AIR-ASIA flights to the location.

13.2  

Question:
How do I apply for an air ticket booking if I wish to return to Malaysia upon graduation?

Answer:
Air ticket booking form (BPO 12) which can be found at the Registrar's Office website in the Organisation Management Division must be filled in and returned within 3 weeks before the return date for processing purposes. The application form must be submitted with the supporting documents as follows:

i. Copy of study leave approval letter

ii. Copy of approval letter for extension of study leave (if any)

iii. Copy of applicant and family passport and visa

   
14 SPOUSE PROGRAMME
14.1  

Question:
Husband/wife has pursued his studies at PhD level. One year later, the spouse follows the student to pursue his/her studies at the same University. What form of scholarship payment that is eligible for them?

Answer:
For the above matter, payment will be made as spouse programme, where the principal scholarship holder of either the wife or husband (may be determined by the officer himself) will receive a full scholarship including family allowance and home rental assistance allowance. For couple receiving spouse allowance, only one officer's allowance includes a subsistence allowance.

Example: En. Azman and Pn. Suhana are lecturers in UTeM. They are a married couple with 3 children who have been approved for study leave at the same place which is University of Liverpool, United Kingdom. En. Azman has agreed to receive spouse allowance and will receive a full scholarship including family allowance and home rental assistance allowance. Meanwhile, Pn. Suhana is only eligible to receive subsistence allowance.

OFFICER SPOUSE
Living Allowance

Living Allowance

60% of Subsistence Allowance / remuneration

i.60% of Subsistence Allowance

e.g. Malaysia, Japan, Sweden

i.60% of remuneration allowance only.

e.g. United Kingdom, New Zealand,Australia

Family Assistance Allowance No
House Rental Assistance Allowance No
Book Allowance Book Allowance
Clothing Allowance Clothing Allowance (Single)
Placement Allowance No
Tool Allowance Tool Allowance (Single)
Final Allowance for Study Final Allowance for Study (Single)
   
15 CORRESPONDENCE MATTERS
15.1  

Question:
Does the Study Leave Division manage the delivery of letters or documents such as application forms for university admission, course progress reports/ scholarship agreement forms/ various claims to sponsor(MOHE)?

Answer:
The documents can be submitted by the officer himself to the Ministry. However, officers can contact the Study Leave Division for advisory services on the matter.

   
16 PENAJAAN LUAR SELAIN UTeM
16.1  

Question:
Can I apply for study leave under the agency scholarship sponsor involving a contract with the agency?

Answer:
Sponsorship of external scholarships is highly encouraged as long as it does not involve any contract as you are UTeM staff and required to serve in UTeM.

16.2

Question:
Can I receive scholarships from two sponsors at the same time such as Mara and KPT?

Answer:
Staff can only be sponsored by one sponsor at a time and if you are found to receive two sponsorships, then another sponsorship will be withdrawn.

16.3

Question:
If I receive a scholarship from the University of Study but only study fees and subsistence allowance sponsored, am I eligible to apply for a family allowance?

Answer:
Information such as total sponsorship from the University of Study should be submitted to the Study Leave Division for the purpose of adjusting family allowances. The rate payable by UTeM is based on the amount for adjustments according to KPT rate.

   
17 PERGERAKAN KERANA URUSAN PERIBADI
17.1  

Question:
Can I return to Malaysia or go to the oversea during the study leave period?

Answer:
Yes, you can, subject to UTeM approval and scholarship sponsor. You must submit the relevant application on the matter to the Study Leave Division

17.2

Question:
How do I get approval to return to Malaysia or to go to the oversea for personal matters?

Answer:
An official application must be made by submitting the application letter and letter of support from the supervisor to the Study Leave Division.

   
18 PART-TIME JOB
18.1  

Question:
Can I work part-time during the study leave and scholarships?

Answer:
UTeM and sponsor (MOHE) do not allow staff to work part time as staff need to focus entirely on research/study. Moreover, staff has been given subsistence allowance and family allowance.

   
   
 
 
Norhidayah binti Mohd Zainudin
Penolong Pendaftar Kanan (N44)
phone 06-2702417
email logoThis email address is being protected from spambots. You need JavaScript enabled to view it.
   
  Azie binti Rasid
Penolong Pendaftar (N41)
phone 06-2701985
email logoazieThis email address is being protected from spambots. You need JavaScript enabled to view it.
Pekeliling DokumenISO KalendarLatihan MuatTurunBorang Perlembagaan tenaga
Circulars ISO Documents Training Calendar Download Form Feedback Forms

"Info Tenaga"

web kik

Innovative and Creative Group

web cpd

Continuous Professional Development Programmes

web mbj

The Joint Departmental Council (MBJ) Meeting

wen ebook

The Registrar's Office eBook Collection

web star

The Registrar's Office Staff Club

web 5s

The Registrar's Office eBulletin "TERAS"