Financial Aid To Attend International Seminar Or Conference | SCHOOL OF GRADUATE STUDIES

Financial Aid To Attend International Seminar or Conference

The programme is to encourage quality research, mobility and networking among postgraduate students of UPM. The successful applicants can only use this financial aid assistance once throughout their PhD candidature.

Application requirements

a)   The applicant must be a registered PhD student with good academic standing at the University and has never received financial assistance under this scheme.

b)   Priority is given to students who have not exceeded 6 semesters of study.

c)   The applicant must have attended the Putra Sarjana presentation skills seminar (prior to the application) organised by the School of Graduate Studies.

d)   The applicant must be invited as an oral presenter by the organiser and the presentation must be related to the applicant's PhD research work.

e)   The official invitation letter for an oral presentation from the organiser must be submitted together with the application form. Applications from those who are not oral presenters will not be considered.

f)    Application should be submitted using PU/S/BR05/GS-46 form.

g)   The application form must be submitted to the Graduate School at least 40 days before the date of the seminar / conference / symposium.

h)   A copy of presentation slides for the seminar must be included in the application submitted to the Graduate School.  The submitted slides must observe the following:

  • The slides have been reviewed and approved by the main supervisor or supervisory committee.
  • The slides must use the University’s standard Power Point template which can be downloaded from SGS’ website.
  • The slides must be well-organised and prepared in English.
  • The slides must include a statement of appreciation to the University for the support that has been provided.

i)    The Application Form must be supported and endorsed by the academic advisor or the Chairman of the Supervisory Committee and Dean of Faculty / Director of Institute.

j)    Applications which do not fulfill the above requirements will not be processed.

Please note: 

i)    All applications will be evaluated by the University’s Selection Committee.  A conditional offer will be given to successful applicants and they will be required to do a mock presentation of their conference paper in front of the University’s Conference Support panel. The conditional offer may be withdrawn if the panel is not satisfied or if the student fails to make a presentation. An official offer letter will only be given if the panel is satisfied with the presentation.

ii)   Any appeal or claim on expenses submitted by the applicant after attending the seminar / conference / symposium without prior funding approval from the university will be rejected.

Reimbursement Guidelines

a)   The current rates for funding under this scheme are as below:


Maximum Rate (RM)

Southeast Asia (except Singapore and Brunei)


Asia (including Singapore and Brunei)


Other countries


b)   Reimbursement claims must be made within 30 working days after the date of the seminar/conference.

c)   All claims must include original receipts or proof of payment.

d)   Food: up to a maximum of RM 45.00 per day (not applicable if food is provided in the conference package).

e)   Accommodation: up to a maximum of RM 160.00 per day based on receipts.

f)    Transportation:

  • Air travel based on economy class tickets and provision of boarding pass. (Malaysian Airlines or Air Asia is preferred).
  • Land travel based on provision of bus or railway tickets. Receipts must be provided for taxi fares.

g)   A report regarding seminar/conference must be submitted to School of Graduate Studies (SGS), UPM.

Report Guidelines

a)  Briefly explain your goals for attending the conference/seminar.

b)  Illustrate how your presentation fits into the overall schedule/ programme of the conference/seminar. Please submit a copy of your presentation/abstract.

c)  Briefly explain how the conference/seminar enhances your experience as a postgraduate student.

d)  Briefly describe any initiatives/efforts made for future collaboration at the conference/seminar.

e)  You may include suggestions for improvement of the administration of the International Seminar/Conference Financial Aid.


Updated:: 08/03/2018 [azimin]


Universiti Putra Malaysia
43400 UPM Serdang
Selangor Darul Ehsan