- RPg students admitted in or before the 2021/22 cohort (these students), irrespective of the funding source, should be provided with Associated Money during the normal period of study (with a reference amount of $20,000/year for FT RPg students and $10,000/year for PT RPg students) to support the following categories of expenses:
- general consumables and/or purchase of small equipment directly related to their studies;
- enhancement of their research capabilities and learning experience (excluding expenses on conference attendance);
- data collection and experiments; and
- publication expenses (such as editing charges or page charges) if they are the first, second or corresponding author.
- Associated Money can be used to purchase the following items for these students:
- one computer device, either a desktop/portable computer, which refers to a desktop/portable computer with a set of accessories, like mouse and keyboard, that is used to drive the computer device. Personal electronic device such as cell phones, tablets, iPoD, iPad, MP3 players, digital camera/video recorders and PDAs and standard office equipment such as printers/scanners are not allowed unless they are itemized clearly in the approved budget for the research project. Expenses on computer related consumable items such as cables, memory devices, display card etc. should be regarded as general expenses for the relevant research project);
- a keyboard and a mouse or one set of accessories that can be used to drive the computer device.
Under special circumstances, requests for purchasing additional computer devices should be submitted, with strong justifications, for approval by the HoD/DoS via the relevant Chief Supervisor. Approval for such requests should only be granted if the requested computer device(s) is(are) directly related to the specified research tasks of these students’ projects.
These students who propose to purchase personal electronic device and standard office equipment with Associated Money, shall provide strong justifications for the proposed purchase to his/her Chief Supervisor before seeking Head of Department/Dean of School or his/her delegate's approval.
All purchases of computer and related equipment should be completed at least 3 months before thesis submission.
- Activities that have direct quantifiable contribution to the research of these students: for example, consumables for experiments being conducted in PolyU, field trips to gather experimental data, etc., will be fully supported. For field trips, a subsistence allowance of up to HK$800/night for meals, transportation and lodging expenses can be charged to Associated Money. In any case, the RPg student will be reimbursed the actual cost incurred in attending the conference, or the maximum approved amount, whichever is the less. The related reimbursement should be made within 3 months of the field trips.
- Activities that are beneficial to the research of these students but do NOT generate quantifiable outcome: for example, study trips, short courses, seminars, workshops, tutorials in conferences, etc., only the registration fees will be supported. Expenses on transportation, lodging, meals, etc., will NOT be supported by Associated Money unless the Chief Supervisor provide strong justification that the activities attended by the RPg students can generate quantifiable contribution to their research.
- The Associated Money should not be used to support non-research related activities including:
- honorarium, hotel accommodation and travelling expenses of guest external examiners/guest speakers;
- organization of student-led workshop/seminar/symposium/summer/winter schools and English/language courses by parent department;
- membership for joining academic associations;
- construction of website for dissemination of research outcome;
- editing fee for research thesis;
- provision of double incentives (i.e. a combination of any two of the following items: gifts/souvenirs/coupons/vouchers, refreshment, treatment to meals) to participants for experiments, interviews and surveys;
- purchase of equipment & furniture for common use in the RPg Student’s Office; and
- organisation of research activities promoting the productivity and publication of the research outputs of parent department.
- Items such as books, computers, etc., bought with Associated Money are university properties. They should be returned to the relevant Department after the RPg student graduates. Departments/Schools are responsible for the accounting and monitoring of these items when these students leave PolyU. Departments/Schools should establish a set of guidelines on the custody and handling of items bought with the Associated Money.
- All purchases and claims for expenses should be endorsed by the Chief Supervisor. Any claims for more than HK$5,000 per purchase or for specific items as stipulated in the Approval Workflow would require further approval.
- All purchases and claims should strictly adhere by relevant FO guidelines.
- These students are allowed to make use of the Associated Money up to their submission of thesis.
- These students can reimburse the expenses supported by Associated Money according to FO’s Claim Procedures.