HDR Financial Assistance and Travel

In conjunction with Research Services, the Faculty of Arts and Education is able to assist HDR students in many ways towards the completion of their thesis.

CLAIMING PROCESS

Reimbursements are claimed through the Deakin University financial system (DeakinUniFi). Before you can make a claim you will need to register with Finance for access using a DeakinUniFi access form (this is a “once only step”). Send completed access from to the Faculty Research Office or approval. If you are a staff member you are automatically registered and don't need to complete the form.

Further information is available at HDR student payment process.

Faculty Application Forms

Faculty reimbursement forms (below) are required with each claim and must be uploaded directly onto DeakinUniFi along with clearly scanned tax invoice receipts. EFTPOS receipts, booking/order confirmations will not be accepted as proof of purchase under any circumstances. Claims without Faculty forms will not be processed. Account codes to be used for all claims are on the relevant Faculty forms below. NB: claims can only be made in the year the expense is incurred.

Adobe Reader is required to access and complete the Faculty application forms. The latest version is available as a free download from either the Adobe website or the Deakin Software library.

To ensure payment in 2019, please submit all applications for reimbursement no later than 29 November 2019.

Claimable Items

Funding is available for research related expenses as outlined in the list of claimable items.

FACULTY FUNDED TRAVEL

The Faculty require 4 weeks to approve all international conference and fieldwork application. With the exception of travel to DFAT Level 2 (High degree of caution), Level 3 (Reconsider need to travel) and Level 4 (Do not travel) rated locations. Applications for these locations require 5 weeks lead time and will not necessarily be approved and funded.

Please note, all airfares must be booked through the Faculty Research Office. Any travel that is arranged outside of the official University Travel providers will not be reimbursed. For conference attendance travel, a return flight to and from the conference location will be booked by the Faculty. Return flights can be booked to include up to 9 personal days. Candidates who include personal travel need to make and fund their own travel arrangements and must return to the conference location for the flight home. Should the personal time exceed 9 days students will be required to fund 50% of the return flight costs.

To arrange travel insurance for overseas travel, either for conference attendance or fieldwork, you must complete the online Student Overseas Travel Insurance Request through Deakin travel Insurance. Proof of insurance, either through Deakin or elsewhere must be provided before overseas travel will be approved. Students are entitled to free Deakin travel insurance as long as the travel is approved by the Faculty.

All travel application requests must be accompanied by a Risk Assessment form.

NB: Please ensure bookings are thoroughly checked as once travel or accommodation has been booked and ticketed it will be the student's responsibility to avoid additional costs as above.

SELF FUNDED TRAVEL
Only students travelling on Deakin related business who are fully self funded (ie no Faculty or University funding towards the travel) are allowed to choose their own travel providers. Deakin will still provide free travel insurance that has been specifically tailored to Deakin students and staff. Please complete the online Student Overseas Travel Insurance Request. Students are also required to complete a Risk Assessment form and send it to travel@deakin.edu.au.

General Research Assistance Scheme

Eligibility

  • Full-time, off campus HDR candidates are eligible to receive up to $1,200 per calendar year
  • Part-time, off campus HDR candidates are eligible to receive up to $600 per calendar year
  • On campus HDR candidates are not eligible for general assistance

Conditions

  • Commencing students can only claim reimbursement (on a pro rata basis) for General Research Assistance once they have completed the Research Framing Unit (AAE900)
  • Laptops claims can only be made after successful completion of the confirmation and the receipt must be in the calendar year of the claim
  • General Research Assistance claims will only be accepted up to the point of submission of the thesis regardless of the date the expenses are incurred
  • General Research Assistance, including an on-campus workstation, may not be not available during periods of intermission

General Assistance claim form **Please save form as a new file, then upload onto DeakinUniFi

Conference Assistance

Approval by the principal supervisor and Faculty to attend and present at any conference MUST be sought before committing to the conference and requesting reimbursement.

Please ensure you read these Faculty Conference Grant Application Information guidelines prior to submitting your application

Faculty Domestic Conference Claim form **Please save form as a new file, then forward for approval

Faculty International Conference Claim form **Please save form as a new file, then forward for approval

Once approved, the Faculty will provide further guidance around travel bookings and claiming the balance of the approved funding. You will be required to provide evidence that you have travel insurance through Deakin in place before and bookings or reimbursement takes place. Deakin University provides free travel insurance for candidates on authorised University business.

Travel expenses will be deducted from the approved amount and will take priority over any other associated claims. The balance will be reimbursed on production of receipts via Deakin UniFi, generally post conference or fieldwork unless you are able to make a case for extreme hardship. These will be dealt with by the Faculty on a case by case basis.When making a claim for the balance of your funding through DeakinUniFi, please convert overseas currency using the international expense reimbursement reconciliation available on the HDR in the Cloud site.

Constructing Your Abstract

Fieldwork Assistance

Applications MUST be approved by the Faculty prior to any travel being undertaken. You must provide all required documentation listed on the application form as well as the timeline (also included in the application). Incomplete applications will not be considered. You should allow up to three weeks for approval.

Please ensure you read these Faculty Fieldwork Grant Application Information guidelines prior to submitting your application

Fieldwork Grant Application **Please save form as a new file, then forward for approval

Once approved, the Faculty will provide further guidance around travel bookings and claiming the balance of the approved funding. You will be required to provide evidence that you have travel insurance through Deakin in place before any travel bookings or reimbursements take place. Deakin University provides free travel insurance for candidates on authorised business.

Travel expenses will be deducted from the approved amount and will take priority over any other associated claims. The balance will be reimbursed on production of receipts via Deakin UniFi, generally post conference or fieldwork unless you are able to make a case for extreme hardship. These will be dealt with by the Faculty on a case by case basis.When making a claim for the balance of your funding through DeakinUniFi, please convert overseas currency using the international expense reimbursement reconciliation available on the HDR in the Cloud site.

Completion Assistance

HDR Completion Assistance **Please save form as a new file, then upload onto DeakinUniFi

Completion assistance of up to $1000 is available to cover the cost of editing, proofreading or printing the final, bound thesis. A list of editors is available online. Please ensure you discuss the cost with the Faculty Research Office before you commit.

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