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 (Deakin UniFi). Before you can make a claim you will need to register with finance for access by logging a request via the Faculty Research Office using the Deakin UniFi access form. This is a “once only step”. Once completed, please send access forms to artsed-research@deakin.edu.au for approval. If you are already registered as a staff member you don't need to register again. Please refer to DeakiUniFi HDR student payment process.

Faculty reimbursement forms are required with each claim and must be loaded directly onto Deakin UniFi 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. NB:claims can only be made in the year the expense is incurred. Account codes to be used for all claims are on the Faculty forms below.

All Conference and Fieldwork grants must be approved by the Faculty Research Office before uploading the request on Deakin UniFi. 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. If your claim includes receipts in foreign currency you must also upload an expense reconciliation spreadsheet which is available on HDR in the Cloud.

Application Forms

To access and complete the Faculty claim forms, you will need to have the latest version of Adobe Reader installed. This is available as a free download from either the Adobe website or the Deakin Software library

Recurring funding for general assistance is based on a calendar year. Commencing candidates will be reimbursed on a pro rata basis and may not claim until completion of the first 3 months of candidature.

To ensure payment in 2019, please submit all applications for reimbursement no later than 23 November.

Claimable Items:

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

Travel:

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.

It is not possible to combine conference and fieldwork funding to attend one event.

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.

Please note:

  • Travel will be booked for Deakin, Arts and Education students only. Any personal bookings associated with travel will need to be done outside of the Deakin travel providers;
  • Specific seat request cannot be booked as part of the Faculty process, candidates will need to make arrangements themselves once the travel has been ticketed via the relevant airline.  This is at the candidate's own expense;
  • Any changes once flights have been ticketed are at the candidate's own expense.

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.

Reimbursement claims must be made within the calendar year the costs were incurred and must be submitted by 23 November 2019.

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 for Deakin UniFi **PLEASE SAVE FORM AS A NEW FILE, THEN UPLOAD ONTO Deakin UniFi**

Conference Assistance

Conference assistance is only available if you are presenting at a conference.

Domestic Conferences up to $1500 - 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. Faculty conference assistance is only available once during candidacy and is applicable for presenting at ONE conference only. This assistance can only be claimed post confirmation unless there is a strong case for presenting pre confirmation. IMPORTANT -  If your conference attendance includes airfares, flights must be booked through the Faculty as per information under the travel section above. All other details are on all application forms below.

PLEASE NOTE: It is not possible to combine domestic and international conference assistance to attend one conference.

Faculty Domestic Conference Claim form for Deakin UniFi  **PLEASE SAVE FORM AS A NEW FILE, THEN FORWARD FOR APPROVAL

International Conference Claim form for Deakin UniFi **PLEASE SAVE FORM AS A NEW FILE, THEN FORWARD FOR APPROVAL

International Conferences up to $3000 - applications for a the International Conference Scheme MUST be approved by the Faculty prior to any travel being undertaken. You should allow up to three weeks for approval. This grant is only available once during candidacy. You must provide a copy of your abstract and a statement which outlines the value of the conference to your research along with other required documentation which is listed on the application form.  In addition:

  • If ethics is required for your project, this must be approved before this funding is considered;
  • Candidates must have collected and analysed data;
  • Candidates within the last six months of candidature must provide their submission plan with the application. Incomplete applications will not be considered;
  • Candidates currently on PSP are ineligible;
  • Candidates must be able to attend the entire conference.

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. When making a claim for the balance of your funding through Deakin UniFi, please convert overseas currency using the international expense reimbursement reconciliation available on the HDR in the Cloud site.

Constructing Your Abstract

All international conference applications must be accompanied by a Risk Assessment form.

Fieldwork Assistance

Applications for a Fieldwork Grant of up to $3500 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.

In addition:

  • Candidates within the last six months of candidature must provide their submission plan with the fieldwork application;
  • Candidates must have current ethics approval, the approval letter must be provided;
  • Candidates currently on PSP are ineligible;
  • This grant is only available for one period of travel, once during candidature. The travel dates must be clearly specified in the application form.

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. When making a claim for the balance of your funding though Deakin UniFi, please convert overseas currency using the international expense reimbursement reconciliation available on the HDR in the Cloud site.

Fieldwork Grant Application for Deakin UniFi

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

Completion Assistance

HDR Completion Assistance **PLEASE SAVE FORM AS A NEW FILE, THEN FORWARD FOR APPROVAL

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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