HDR Financial Assistance and Travel Information

In conjunction with the Graduate Research Academy, the Faculty of Arts and Education is able to support HDR candidates throughout the entire candidature lifecycle.

Restrictions on travel continue to change in response to the latest COVID developments across our states. Prior to making any arrangement please review these updates.

Travel advice and latest updates

*All applications for reimbursement MUST be submitted into DeakinUniFi no later than 30 November 2021

*The Faculty reimburse expenses we do not pay invoices

All Faculty funding is only available until the date you submit your thesis

Claiming Process and Information

Claiming Process

Reimbursements are claimed through the University finance system (DeakinUniFi).

All candidates will be automatically registered to access the system.

If you are also a staff member you will need to login with your staff details.

HDR Financial Reimbursement Procedure

Further information is available at Finance.

Faculty Application Forms

Faculty forms (below) are required with each reimbursement claim and must be uploaded directly onto DeakinUniFi along with tax invoice or receipts. EFTPOS receipts, booking/order confirmations will not be accepted as proof of purchase under any circumstances.

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.

All applications for reimbursement MUST be submitted no later than 30 November 2021.

Claimable Items

Funding is available for research related expenses as outlined in the list of claimable items. If items are not listed they are not claimable.

Statutory Declarations

FACULTY FUNDED TRAVEL 

The Faculty require a minimum 2 weeks to approve all conference and fieldwork application. 

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.

NB: Please ensure bookings are thoroughly checked as once travel and/or accommodation has been booked and ticketed it will be the student's responsibility to cover additional costs incurred due to any changes.

SELF FUNDED TRAVEL
Only students travelling on Deakin related business who are fully self funded (i.e. 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.

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

  • General Research Assistance is only available after successful completion of confirmation
  • Laptops/computer claims can only be made after successful completion of confirmation and up to 2.5 years of candidature.  The receipt must be in the calendar year of the claim
  • General Research Assistance claims will only be accepted up to the point of thesis submission
  • General Research Assistance, is not available during periods of intermission
  • Expenses must be claimed in the year the expenses were incurred
  • General expense funding is available for the calendar year January to December.  Balances do not carry over into the following year.

General Assistance claim form **Download and save as a new file prior to completing form, then upload onto DeakinUniFi

Conference Assistance

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

Please ensure you read the Faculty 2021 Conference Grant Information prior to submitting your application.

HDR Off Campus Activities COVIDSafe Checklist

Faculty Domestic Conference Application **Download and save as a new file prior to completing form, then forward for approval

Faculty International Conference Claim form **Download and save as a new file prior to completing form, then forward for approval

Once approved, the Faculty will provide further guidance around travel bookings and seeking reimbursement of the balance of the approved funding.

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, post conference.

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. Incomplete applications will not be considered. You should allow up to two weeks for approval.

Please ensure you read these Faculty 2021 Fieldwork Grant Information prior to submitting your application

HDR Off Campus Activities COVIDSafe Checklist

Fieldwork Grant Application **Download and save as a new file prior to completing form, then forward for approval

Once approved, the Faculty will provide further guidance around travel bookings and seeking reimbursement of the balance of the approved funding.

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, post fieldwork.

Completion Assistance

HDR Completion Assistance **Download and save as a new file prior to completing form, then upload onto DeakinUniFi

Completion assistance of up to $1200 is available to cover the cost of editing and proofreading. A list of potential editors is available online. Please ensure you discuss the cost with the editor before you commit as the Faculty will reimburse up to $1200 only.

Funding is only available until submission of your thesis and after your NOIS has been lodged.

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