I have been awarded an internal and an external grant. Do I receive the funds as a lump sum?
No. Researchers that have been awarded any grant type (whether internal or external) do not collect their funds as one total payment. Instead, there are specific forms that are filled out by the researcher for each type of expenditure. These forms are available at the Office of Academic Research website.
Once I fill out the relevant forms, what is the next step?
Vis-à-vis internal grant forms, transactions for university and student grants should be submitted to the Office of Academic Research. Forms for start up and dean’s grants, however, are sent directly to the Finance Department after the approval of the dean or associate dean for research.
External grant transactions related to travel and personnel as well as expenditure reimbursement forms should receive approval from the Office of Academic Research after which they are forwarded to the Finance Department. On the other hand, forms for petty cash, advanced cash, petty cash reconciliation and advanced cash reconciliation are submitted directly to the Finance Department.
I have been recently awarded a UREP grant when do I receive my first payment?
Once QU receives from QNRF a notice for release of funds (usually after the submission of the progress report), the Finance Department will disburse students and faculty members according to the below schedule:
- Upon approval of the progress report, the first 50% of the payment will be reimbursed to the faculty members and students.
- Upon approval of the final report, the last 50% will be paid to the faculty members and students.
- The funds allocated for the other Expenditures the normal procedures for the external grants will be applied.
- Faculty members should close all pending advances before receiving the final 50%.
What is the procedure for research travel reimbursement?
As per the policies of the Office of Academic research for managing NPRP grants and internal grants, research travel for key investigators affiliated with Qatar University demands the following:
- Research Travel Permit Form: This form should be submitted a minimum of three weeks and a maximum of two months ahead of the travel date
- Travel Reimbursement Form: Travel reimbursement could be either through Per Diem Allowance or through submission of original receipts. In any of the above cases, the traveler must submit authentic travel receipts upon his/her return from the trip along with a Travel Reimbursement Form.
- In the case of travel for a conference/workshop, HR policy is applicable. Travel for a scientific mission is calculated according to Per Diem allowance. For more details regarding Per Diem allowance, kindly visit the OAR website.
Do I have flexibility in changing my budget?
All budget change requests should be addressed to the Office of Academic Research for approval.
What is the timeline for the purchasing cycle?
The Finance Department is only responsible for the revision and approval of the requisitions that are in line with the budget. Once approved by Finance, the procurement department will continue the purchasing cycle.
When can I collect my cheque or receive my transfer?
Once the internal/ external grant forms are received from the Office of Academic Research, PGCA will review these and send them to the payables section. Two to three working days is the maximum timeline for processing the forms, unless the forms are incomplete or do not meet the requirements. In this case, applications would be sent back to the person in charge and that would delay the disbursement.
Can I use my fund if my external project is closed?
No payment can be disbursed after the closure of the project. Travel payments are allowed if within the rules and regulations of Qatar University and the funding agency and should be received by the Finance Department through Office of Academic Research.
What is the difference between advance and petty cash?
If you fill a petty cash application, you will receive a maximum amount of 5,000 QAR that requires reconciliation within a maximum of 2 months. If you need more than 5,000 QAR, you may request advanced cash that supports up to a total of 15,000QAR. Rules of both advances should be carefully considered when reconciling petty and advanced cash as these two types are a source of confusion at many instances.
Upon reconciling advance or petty cash, do I need to deliver original invoices and what other supporting documents are required?
All original invoices should be delivered to the Finance Department. A copy of the card statement is required for the e-purchasing.