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Travel Grant for Pakistani Researchers
Introduction

 

Scientific seminars, conferences and symposia act as a welcome source of motivation and information for the academic and scientific communities. These events provide tremendous opportunity to exchange the scientific outcomes of knowledge creation and problem solving. Scientific conferences are ideal places to find out what's advanced in specific field, observe the various debates and controversies under way, meet interesting people, make contacts for the future, and, in general, interact with professionals in their fields. Beyond knowing inspiring stories, the participants see how others solved problems similar, which may help move them past the roadblock in their own research. The contacts developed in these events may result in a new collaboration.  It’s always amusing to put the names one has read on papers for years with actual faces at scientific conferences.

 

Higher Education Commission’s Travel Grant Program aims at providing the opportunity to the academic and scientific communities to boost their research activities in the public and private sector universities and degree awarding institutes of Pakistan. Under this program, faculty and Ph.D. scholars are extended financial assistance for presentation of their research papers at national or international forums, which facilitates the interaction with skilled academia and researchers in the relevant field. This grant will also facilitate scholars proceeding abroad for the purpose of pursuance of Ph.D. studies in foreign universities, post-doctoral studies, and for the visits performed under cultural exchange program.

 

The objectives of this program are; 

 

·    To extend financial assistance to faculty and researchers from public and private universities and degree awarding institutes to present their research work at national and international events.

·    To share academic and research experiences and achievements at national as well as international level.

·    To share scientific ideas with national and international research community and get exposure to latest trend and techniques in research.

·    To explore opportunities for national and international academic collaborations.

 

For further details, please contact Ms. Farida Anjum, DD (R&D) at fdanjum@hec.gov.pk 

Who Can Apply

A.              For presentation of paper in national and international conferences, seminars, symposiums and workshops

 

1.     Faculty Members: Faculty members from HEC recognized universities/degree awarding institutions in public and private sector. The faculty member includes:

a)     Regular teaching faculty (BPS or TTS)

b)    Distinguished and Meritorious Professors

c)     Engaged through Foreign Faculty Hiring Program of HEC

d)    Hired through Interim Placement of Faculty program of HEC

e)    Hired on contract for at least one year.

 

2.     Non-teaching University Staff: The non-teaching university staff of HEC recognized universities/degree awarding institutions in public and private sector. The non-teaching staff should:

a)     Be a permanent employee of the university/DAI or hired on contract who has served at least two years in the same institution and his/her contract is being extended on annual basis

b)     Hold at least a post-graduate degree (18-years, MS equivalent)

 

3.     Ph.D. Scholars: Following Ph.D. scholars are eligible:

a)     MS/M.Phil. leading to Ph.D. scholars registered with accredited local Universities

b)     Ph.D. scholars registered with accredited local Universities.

c)     Pakistani Ph.D. scholars studying abroad under HEC or any other Government of Pakistan’s scholarship programmes.

 

B.              For Ph.D. studies abroad

a)      All citizens of Pakistan.

b)      Registration in a Ph.D. programme at any accredited foreign university.

 

C.              For postdoc studies abroad (at least nine months duration)

a)     Faculty members of public sector universities/degree awarding institutions.

b)     Selection/nomination against an approved programme of the HEC/ Government or an offer/acceptance by an International Agency

 

D.              Visits under Cultural Exchange Programme

a)     Faculty Members of public sector Universities/Degree Awarding Institutions.

b)     Nomination by the Government of Pakistan against any facility under Cultural Exchange Programme.

 

Who Can Apply

 

A.              For presentation of paper in national and international conferences, seminars and symposia

 

1.     Faculty Members: Faculty members from HEC recognized universities/degree awarding institutions in public and private sector. The faculty member includes:

                  a)    Regular teaching faculty (BPS or TTS)

                  b)    Distinguished and Meritorious Professors

                  c)    Engaged through Foreign Faculty Hiring Program of HEC

                  d)    Hired through Interim Placement of Fresh Ph.D. (IPFP) Program of HEC

                  e)    Hired on contract for at least one year.

                  f)     Faculty studying abroad on any scholarship who are under bond with their parent institutions in Pakistan

 

2.    Non-teaching University Staff: The non-teaching university staff of HEC recognized universities/degree awarding institutions in public and private sector who are employed for research related activities. The non-teaching staff should:

                  a)    Be a permanent employee of the university/DAI or hired on contract who has served at least two years in the

                         same institution and his/her contract is being extended on annual basis

                  b)    Hold at least a post-graduate degree (18-years, MS equivalent)

 

3.     Ph.D. Scholars: Following Pakistani Ph.D. scholars are eligible:

                  a)    MS/M. Phil. leading to Ph.D. scholars registered with HEC recognized local universities.

                  b)    Ph.D. scholars registered with HEC recognized local Universities.

                  c)    Pakistani Ph.D. scholars studying abroad under HEC or any other Government of Pakistan’s scholarship

                         programs.

 

B.              For Ph.D. studies abroad

1.   All citizens of Pakistan.

2.   Registration in a Ph.D. programme at any HEC recognized foreign university.

 

C.               For postdoc studies abroad (minimum duration 09 months)

1.   Faculty members of public sector universities/degree awarding institutions.

2.   Selection/nomination against an approved programme of the HEC/ Government of Pakistan or an offer/acceptance by an International Agency.

 

D.              Visits under Cultural Exchange Programme

1.   Faculty Members of public sector Universities/Degree Awarding Institutions.

2.   Nomination by the Government of Pakistan against any facility under Cultural Exchange Programme.

 

HEC employees are not eligible for travel grant under this programme.

How to Apply

To apply for the travel grant, the applicant needs to follow the steps given below.

 

i.     Applicant needs to fill-in the Travel Grant application form with appropriate information.

ii.    Following two forms are available;

      a.   Travel Grant Application Form for Paper Presentation (in seminar, conference and symposium) Annex-A

      b.   Travel Grant Application Form for Pursuing Higher Studies Abroad (Ph.D. and Postdoc studies abroad and visits under

            cultural exchange program) Annex-B

iii.   Endorsement by head of institution and head of department must be obtained at appropriate section of the prescribed Travel Grant application form.

iv.   Scholars studying abroad to pursue Ph.D. under HEC or any other Government of Pakistan’s scholarship programme may obtain the endorsement of foreign supervisor at the Travel Grant application form (instead of the Vice Chancellor or Rector).

v.    Applicants intending to pursue higher degrees, who are unemployed at the time of submission of application, may send their applications directly to HEC.

vi.   Faculty members of Pakistani universities on study leave abroad may route their Travel Grant application through their parent university in Pakistan or directly to HEC after obtaining endorsement of supervisor from the foreign university under intimation to their parent university.

vii.   A certificate regarding the Similarity Index of the publication by the Director (Research/ORIC/QEC) or any relevant official of the institution must be obtained at appropriate section of the prescribed Travel Grant application form.

viii.  Scholars studying abroad on HEC or any other scholarship program may send their application without this certificate. HEC will check the Similarity Index of their publication using TURNITIN.

ix.   Supporting documentary evidences will be required with the Application Form as mentioned in Section 4 below.

x.    Travel Grant application should reach HEC, via surface mail, at least 6 weeks (42 days) prior to the event date.

xi.   Late or incomplete applications will not be processed.

 

Supporting Documents Required

 

A.               TRAVEL GRANT FOR PAPER PRESENTATION

 

A-1.     For oral presentation of paper

i.       Letter of Acceptance/Invitation or email from the organizer in which the mode of presentation (oral/poster) has been clearly mentioned (if there is no mention in the letter or email, please obtain such specific email from the organizer).

ii.   Documentary evidence indicating that your abstract/paper has been accepted based upon peer-review by the technical committee of the event (if there is no mention in the letter or email, please obtain such specific email from the organizer).

iii.  Documentary evidence indicating that your abstract / paper would be published in Book of Abstracts/ Proceedings/Journals for the conference etc. (if there is no mention in the letter or email, please obtain such specific email from the organizer). Online publication is also acceptable.

iv.   Copy of conference brochure containing aims, objectives and themes, charges of registration and accommodation etc. (website details of the conference are also acceptable).

v.    Full-text paper (both hard and soft copies).

vi.   NOC from the principal author (in case the applicant is co-author).

vii.  Quotation from the travel agent indicating the shortest route.

viii. CV of the applicant along with the list of recent journal and conference/seminar publications, book chapters etc. (2-3 pages).

ix.  Copy of the bond with parent university/DAI (for faculty on study leave pursuing higher studies on scholarship other than HEC and Government of Pakistan).

 

A-2.      Additional documents required for poster presentation

(in addition to all the requirements as mentioned above in A-1)

 

i.       List of applicant’s publications indicating Impact Factor Score (IFS). The requisite IFS are 20 in Engineering and Agriculture disciplines, and 30 in Science disciplines. The IFS should also be verified by Director (Research/ORIC/QEC/) or Head of Department/Dean.

    

A-3.      Additional documents required in case of Ph.D. or M.Phil. leading to Ph.D. scholars

            (in addition to all the requirements as mentioned above in A-1)

 

i.       Scholarship award letter/registration letter from the university in which applicant is enrolled. Letter must clearly indicate the program in which the applicant is enrolled, i.e. either Ph.D. or M.Phil. leading to Ph.D.

ii.      Copy of Result Card of GAT (General)/GRE International (Subject)/GAT (Subject) as per HEC minimum criteria for admission in Ph.D. (This is required from Ph.D. scholars enrolled in local universities).

iii.     List of courses taken at M.Phil. and/or Ph.D. levels with grades obtained. (This is required from Ph.D. scholar enrolled in local universities).

iv.     List of Ph.D. faculty in your department.

 

A-4.      Additional documents required in case of non-teaching staff of university/DAI

(in addition to all the requirements as mention above in A-1)

 

i.      Copy of job certificate indicating applicant’s designation, department, job description and date of appointment/posting.

ii.     Copy of MS/M.Phil. Degree (HEC reserves the right to verify the degree).

iii.    Statement justifying the relevance of the conference and the research paper with applicant’s current job description. 

 

B.              TRAVEL GRANT TO SCHOLARS PROCEEDING ABROAD

 

B-1.     For Ph.D. studies abroad

 

i.       Copy of unconditional admission letter from the foreign University.

ii.      Copy of award letter for scholarship or financial assistance or affidavit about self-finance.

iii.     Copy of highest degree duly attested by HEC.

iv.     Applicant’s brief CV (2-3 pages).

v.      Quotation for one-way airfare for the shortest route.

vi.     Surety bond on Stamp Paper of Rs. 100/- from two guarantors duly attested by the Oath Commissioner/First Class Magistrate (Specimen at Annex-C).

vii.   Copy of study leave from applicant’s employer (required from applicants employed in any organization).

viii.  Copy of No Objection Certificate (NOC) from your employer (required from applicants employed in any organization).

 

B-2.     For postdoc studies abroad (for at least 09 months)

 

i.       Letter of placement in an accredited foreign university.

ii.      Synopsis / Brief description of applicant’s research proposal.

iii.     Quotation from the travel agent indicating the shortest route.

iv.     Applicant’s brief CV (2-3 pages).

v.      Copy of study leave from the employer.

vi.     Copy of No Objection Certificate from employer.

 

B-3.     For visit under Cultural Exchange Programme

 

i.       Copy of nomination letter of the Government of Pakistan.

ii.      Copy of acceptance letter from inviting agency/institution.

iii.     Quotation from the travel agent indicating the shortest route.

iv.     Applicant’s brief CV (2-3 pages).

v.      Copy of study leave from the employer (for applicants who are employed).

vi.     Copy of No Objection Certificate (NOC) from employer (for applicants who are employed).

vii.   Programme details.

 

Terms & Conditions

i.     The application for the travel grant must be received at HEC at least 6 weeks (42 days) before the conference/seminar/workshop. It will be the responsibility of the applicant to ensure timely delivery of application at HEC.

ii.     University faculty members and Ph.D. scholars can avail a maximum of one (01) travel grant within a fiscal year.

iii.     A maximum of two (02) travel grants will be awarded per university for the same conference. However, one Travel Grant is permissible per department for the same conference.

iv.    In case there are more than one applicant from same department, preference will be given to faculty member/scholar who hasn’t availed travel grant during the last two years. In case of tie, the decision will be made by the Head of Institution.

v.     HEC discourages travel grants to visit home country by Ph.D. scholars studying abroad and by foreign faculty for attending seminars and conferences.

vi.    HEC has the right to verify the Similarity Index of the publication at random.

vii.   In case the Similarity Index is higher than permissible limit, a clarification from the author will be sought before deciding the travel grant.

viii.   For poster presentation, the impact factor of the year of publication will be considered for computation purpose.

ix.    For approved cases, the sanctioned amount will be reimbursed to the university/institution upon return / attending the event and upon filing the audited expenditure statement duly signed by the applicant, university auditor and head of institution (vice chancellor, rector etc.).

x.    Most of the universities facilitate their faculty / staff / scholars by providing the amount in advance against the award letter to meet the requirements.

xi.    The applicants pursuing higher studies in foreign universities will submit their claims directly to HEC along with necessary documentary evidences.

xii.   The reimbursement claims should be filed preferably within two months after the visit. No claim will be entertained after 6 months from the award of travel grant.

xiii.   No re-appropriation in the approved budget heads is allowed.

xiv.  If the visit is not performed for any reason(s), the same should be notified to HEC positively within 15 days after the conference dates, failing which the grant is considered as availed.

xv.   HEC will reimburse the registration fee to the applicant in case the applicant could not travel due to circumstances which were beyond control subject to the condition that registration fee is paid after the issuance of award letter. The circumstances may include; (i) refusal of visa by the concerned embassy, (ii) issuance of visa after the event dates, (iii) indefinite delay in issuance of visa, and (iv) sickness or accident etc.

xvi.  The applicant will have to submit justification if there is any change in title or contents of the paper submitted with application and published in the conference.

xvii.  HEC’s minimum requirement/criteria for admission in Ph.D. program need to be fulfilled by the applicants enrolled in local university.

xviii. After attending the event, the applicant has to submit his/her feedback about the event at prescribed form (Annex-D).

xix.  Travel grant to visit Taiwan will not be supported.

 

Criteria for Award of Travel Grant

 

HEC’s Travel Grant is highly competitive and the success rate is between 60 – 65 %. There are chances that you may not get Travel Grant even though your paper has been accepted in a conference. While evaluating an application for award of travel grant, followings are the major considerations;

i.        Scope of the conference

ii.       Repute of the organizers

iii.      Professional standing of invited resource persons and keynote speakers

iv.     Relevance of the conference with the applicant’s professional career

v.      Relevance of the paper with current job description of the applicant

vi.     Previous presentations in foreign conferences / seminars

vii.    Research / publication track of the applicant in peered review journals

 

Criteria for Award of Travel Grant

 

i.      All the applications received in HEC will be evaluated and approved by a Committee comprising of professionals in different disciplines.

ii.     Executive Director HEC will appoint the members of the Committee for a period of two years.

iii.    Director General (R&D) will serve as the member secretary of the Committee

iv.    The Committee will hold its meeting in HEC twice a month to approve the travel grant cases.

v.     The members of the Committee will not be entitled to any remuneration. 

vi.    The Terms of Reference (TOR) of the Committee will include;

        a.    Approve/disapprove the travel grants based on the criteria mentioned above in Section 6.

        b.    Recommend the budget of the approved grants for the sanction of the Executive Director, HEC,

        c.    Recommend the maximum budgetary limits of various heads such as registration fee, accommodation and travel

               cost etc.

        d.    Reassess the review petitions submitted by the applicants on any matter.

        e.    Seek further clarification/information from the applicant (if required).

vii.    The minutes of the Committee will be signed by the Chairperson and Secretary of the Committee.

viii.   Executive Director, HEC will sanction the amount of approved travel grants.

ix.    The award letter will be issued along with the sanctioned amount in each head to the successful applicants.

x.     No approval/sanction by the Executive Director, HEC will be required at the time of reimbursement as long as the amount is within the approved/already sanctioned budget.

Reimbursement Claims

How to get reimbursement of funds?

 

·        Upon approval of the grant, HEC issues sanction letter indicating the approved amount against each components. The amount must be spent on specified heads.

·        For approved cases, the sanctioned amount is reimbursed after attending the event and upon filing the reimbursement claim consisting of original receipts of payments.

·        The reimbursement claim must accompany the:

o   used air  ticket/e-ticket bearing cost of the ticket (it is mandatory that e-ticket must indicate the airfare amount)

o   Original boarding pass counterfoil

o   Original receipt for payment of registration fee of the event bearing the grantee’s name and the actual amount

o   Original receipt of payment for accommodation bearing the grantee’s name, duration of stay and the actual amount

o   Copy of conference programme indicating time slot for your presentation

o   Copy of the relevant abstract/paper published in the book of abstract/proceeding/journal

o   Justification for not flying with PIA (in case the applicant used other airline)

·       The reimbursement claims should be filed within two months after the event, failing which the grant is considered withdrawn automatically.

·        Grant will be released in favor of the head of institution (Vice Chancellor, Rector, President or Director).

·        File your reimbursement claim of the prescribed form: Travel Gran Reimbursement Form

 

Reimbursement Claims

How to get reimbursement of funds?

 

i.     Upon approval of the grant, HEC will issue award letter indicating the approved amount against each components. The amount must be spent on specified heads.

ii.     For approved cases, the sanctioned amount will be reimbursed after attending the event.

iii.    For the applicants from local universities, the amount will be reimbursed upon filing the audited expenditure statement dully signed by the Applicant, Treasurer University Auditor and Head of Institution (see Annex-E for sample audited statement).

iv.    University accounts office is advised to strictly follow the accounting procedure while submitting the audited statement/reimbursement claim.

v.     The university may acquire the following documentary evidences from the applicant:

a.   used air  ticket/e-ticket bearing cost of the ticket (it is mandatory that e-ticket must indicate the airfare amount)

b.   Original boarding pass counterfoil

c.   Original receipt for payment of registration fee of the event bearing the grantee’s name and the actual amount

d.   Original receipt of payment for accommodation bearing the grantee’s name, duration of stay and the actual amount

e.   Copy of conference programme indicating time slot for the presentation

f.    Copy of the relevant abstract/paper published in the book of abstract/proceeding/journal

g.    Justification for not flying with PIA (in case the applicant used other airline)

vi.   Grant will be released in favor of the head of institution (Vice Chancellor, Rector, President or Director).

vii.   For applicants pursuing higher studies in foreign universities or scholars proceeding abroad for higher studies, the reimbursement claim on prescribed form (Annex-F) must be submitted directly to HEC along with the documentary evidences as mentioned in v (a-g) above.

viii.  The reimbursement claim should be filed preferably within two months after the event. No claim will be entertained after 6 months from the date of award of travel grant.

 

BUDGET HEADS

 

i.    The travel grant may include the following budget heads;

a.   Air Travel - economy class return air fare from origin to destination.

b.   Registration Fee - as per actual or maximum limit as recommended by the Committee.

c.   Accommodation - charges will be paid at prescribed rate per night for event days plus one day, maximum of 6 days.

d.   Daily Allowance – half of the daily allowance as per government rules for event days plus one day, maximum of 6 days.

 

ii.   The current limits for the above heads are:

SN

Budget Head

Current Budgetary Limit

1

Air Travel

Canada

Rs. 148,000

USA

Rs. 140,000

Europe & Africa

Rs. 107,000

Australia, Japan & Far East

Rs. 92,000

Turkey & Middle East

Rs. 66,000

India, Iran & Bangladesh

Rs. 40,000

China & Russia

Rs. 79,000

Thailand, Singapore, Malaysia & Nepal

Rs. 79,000

 

2

Registration Fee

US$ 500 or actual whichever is less

3

Accommodation

US$ 100 per night

4

Daily Allowance

Half of the daily allowance as per government rules

 

iii.   The Travel Grant Management Committee may review the above limits and propose changes accordingly for the approval of the Executive Director HEC.

 
At A Glance
 
Related Documents
Travel Grant Application Form.docTravel Grant Application Form
Travel Grant Application Form.pdfTravel Grant Application Form
Travel Grant Form for Paper Presentation.docxTravel Grant Form for Paper Presentation
Travel Grant Form for Pursing Higher Studies Abroad.docxTravel Grant Form for Pursing Higher Studies Abroad
Annex-A Form for Paper Presentation.docxAnnex-A Form for Paper Presentation
Annex-B Trvael Grant Form for Pursuing Higher Studies.docxAnnex-B Trvael Grant Form for Pursuing Higher Studies
Annex-C Specimen of Surety bond.docxAnnex-C Specimen of Surety bond
Annex-D Feedback Form.docAnnex-D Feedback Form
Annex-E Adjustment Form - 1.docAnnex-E Adjustment Form - 1
Annex-E Adjustment Form - 2.docAnnex-E Adjustment Form - 2
Annex-F Adjustment Form.docAnnex-F Adjustment Form
 
Contact

Ms. Farida Anjum

Deputy Director
Research & Development
Higher Education Commission

Sector H-9 Islamabad.

E-mail: fdanjum@hec.gov.pk

 

Mr. Humayoun Awan

Project Manager
Research & Development
Higher Education Commission

Sector H-9 Islamabad.
E-mail: hawan@hec.gov.pk

 

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Created at 8/2/2009 4:30 PM  by Tahir Bashir Dar 
Last modified at 6/28/2011 9:10 AM  by Humayoun Awan 

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