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Higher Degree by Research Student - Divisional Funding

The Division of Education, Arts and Social Sciences (EAS) administers a number of funds which provide financial support and assistance with expenses relating to their research degree work to PhD, Masters by Research and Professional Doctorate students enrolled in the Division. The primary objectives of this support are to facilitate quality and timely completions of research degrees by students from the Division. The type and extent of support is defined according to the University of South Australia's Academic regulations for Higher Degrees by Research Appendix 5: Statement of minimum resources for higher degrees by research degree students (http://w3.unisa.edu.au/policies/policies/resrch/res10-regs.asp#app5). Students who receive support which is greater than that offered by the Division from other sources, either within or outside the University (for example from scholarships, awards or industry partnerships), in any of the areas below which are supported by the Division, are considered to have already received their minimum resources and are therefore unable to claim support in those areas from the Division.

All payments are by reimbursement for original, tax compliant receipts. All receipts must be tax compliant, dated, clearly legible, and show a detailed description of the goods and/or services purchased. Any receipt which does not meet these criteria cannot be accepted and is unable to be reimbursed. Receipts must also be in the name and home address of the student making the claim. Justification for all expenses must be provided.

In ordinary circumstances, during non peak periods, reimbursement is made by the University's Central Finance Unit approximately three weeks after the fully and correctly completed claim form with all required paperwork attached has been received in the Division Research Office. An email is sent to the payee from Central Finance advising that a payment has been made. During peak or busy periods, reimbursement may take longer. Students who submit claims towards the end of the calendar year who wish to receive reimbursement before Christmas must ensure that their fully and correctly completed claim forms with all required documentation attached are received in the Division Research Office no later than 30th November.

Any queries or enquiries regarding any aspect of EAS Division HDR funding should be directed by email to Div-EAS-HDRfunding@unisa.edu.au .

Definitions of some terms found on this webpage and associated links

Load

Whether you are enrolled as a  full-time student (100% load) or a part-time student (50% load).

Mode

Whether you are enrolled as an internal student or an external student.

Consumed Load

How much of your candidature you have already used. It is shown as a 4 digit number with three decimal places in a box on the top right hand side of your PORTIA home page. It represents a number in years (ie 1.500 equals 1 1/2 years). This number includes any time you may have used while enrolled as a higher degree student at any previous time and/or at any other institution.

Length of candidature

How long you can take to complete your degree. 'Candidature' is not the same as 'enrolment' or 'scholarship'. It is not possible to extend your candidature past the maximum time allowed for your degree. Please refer to clause 4.4 Conditions for enrolment (http://w3.unisa.edu.au/policies/policies/resrch/res10-regs.asp#4.4), and clause 4.5 Duration of enrolment (http://w3.unisa.edu.au/policies/policies/resrch/res10-regs.asp#4.5), in the University of South Australia's Academic regulations for Higher Degrees by Research, for details about when/how your candidature ends and the maximum length of candidature for your degree.

End of candidature

Your candidature may end in one of three different ways:

Please note: When you submit a claim, your load, mode, candidature status etc will be taken as that which is currently showing for you on PORTIA. There can be no exceptions to this.

Instructions, explanations and claim forms for EAS Divisional HDR student Funds

Student Maintenance Allowance
Student Maintenance Allowance FAQs
Conference Travel Allowance
Conference Travel Allowance FAQs
Publications Incentive Allowance
Publications Incentive Allowance FAQs
Thesis Binding Allowance
Final Exhibition Allowance
How to make a claim
How/when will I receive reimbursement
Further Questions


Student Maintenance Allowance

The Division of EAS will make maintenance funds available to its HDR students to assist them with the costs of certain consumable items required to support their research degree work in line with the University of South Australia's Academic Regulations for Higher Degrees by Research Appendix 5: Statement of minimum resources for higher degrees by research students (http://w3.unisa.edu.au/policies/policies/resrch/res10-regs.asp#app5) (presently set at $300 per year for full-time internal students). The maximum amount claimable over an internal student's entire candidature will be $1200 for PhD and Professional Doctorate candidates and $600 for Masters by Research candidates. Part-time internal students will be able to claim pro-rata support of up to $150 per year each year of their candidature (8 years for part-time PhD and Doctoral students, 4 years for part-time Masters by Research students), up to the same maximum amounts for their entire candidature. Students must be full-time for at least 6 months of the calendar year to receive the full-time rate. For external students, the rate will be $500 each year, to a maximum amount over their entire candidature of $2000 for PhD and Doctoral students and $1000 for Masters by Research students, with part-time students able to claim at a pro-rata rate (50%). Original tax compliant receipts must accompany every claim. A minimum amount of $75 is payable for each claim. Receipts over $75 receipts must display an ABN number (tax invoice). This maintenance allowance can be used to contribute to expenses associated with goods and services (eg  printing - including photographs, photocopying, editing, some specific stationery, binding, postage and other services) required to produce draft copies of the thesis, provided these are not or should not already be supplied by another source, either within (eg School, Library) or outside (eg external industry funding) the university. The allowance can be claimed on the appropriate form (see link below), and receipts and explanation must be provided. A maximum of $1200 will be available to internal doctoral students during their candidature, and $2000 to external doctoral students (pro rata for Masters by Research students).

Original receipts must accompany every claim. A minimum amount of $75 is payable for each claim. Claims which require reimbursement to be received before Christmas must be received fully completed and with all required paperwork attached in the Division Research Office before 30th November.

Research Degrees Support Fund Claim Form

Frequently Asked Questions
What can I claim for?

For all internal HDR students: Expenses associated with goods and services required to produce draft copies of your thesis, provided that such goods, services or facilities are not already provided, or should ordinarily be provided, by your School/Research Centre or another part of the University.

For all external HDR students: Expenses associated with goods and services required to produce draft copies of your thesis. In addition, where HDR students study off campus such that they relinquish direct access to study facilities that would ordinarily be provided by their School/Research Centre, the Student Maintenance allowance will support them to provide services that would ordinarily be provided by their School/Research Centre to internal students. If you wish to be reimbursed for something specific, please email the Division Research Office to determine whether the goods or services you wish to be reimbursed for are claimable before you submit your claim.

For HDR students enrolled in a degree by artefact: Expenses associated with materials required for exhibitions/performances.

What can't I claim for?

Anything not listed above. For all students this includes, but is not limited to, all IT hardware and printers (including carry cases, batteries, battery chargers, power adaptors, external hard drives, USB memory sticks, modems and all computer peripherals), transport and travel costs (for example airfares, accommodation, petrol and freight), books, journals and journal subscriptions, professional memberships, recording devices (including all cameras, voice recorders, microphones, MP3 players, iPods/iPads, phones, SD cards and SIM cards), business cards and transcription services. The Student Maintenance Allowance will support external students will with monthly home internet costs up to $50 per month, and with IT software that is provided as standard by a student's School/Research Centre to internal students.

Expenses involved with data collection are project costs and should be discussed with your School before your research proposal is approved and submitted. Such expenses include payment of/incentive rewards for interviewees, travel or accommodation costs to collect data, advertising, recording devices (for example, cameras, voice recorders, microphones, MP3 players, iPods/iPads, phones, SD cards and SIM cards), business cards and transcription services. Such expenses are not claimable from the Student Maintenance Allowance. 

Not all exclusions can be listed here. Please email the Division Research Office to check whether goods or services you wish to be reimbursed for are claimable from the Student Maintenance Fund  before you submit your claim. Justification must accompany all claims.

When can I claim?

Funds for the current calendar year can be claimed at any time from 1st January of that year to 31st March the following year. Claims must be received fully completed and with all required paperwork attached in the Division Research Office on or before 31st March of the year following that from which the claim is being made. Claims received after this time cannot be reimbursed. Final claims must be received in the Research Office within three months of the date of submission of the thesis for examination or the date of completion of candidature, whichever comes first.

Can I claim for more than one year at a time?

You can submit claims for both the current year and the previous year between 1st January and 31st March of the current year. However claims for different years must be submitted on separate claim forms, and all receipts must correspond by date to the year from which you are making the claim. Funds do not accrue from year to year, and funds available from different years may not be combined or claimed using a single receipt.

Can funds not claimed in one year be carried over into the next year?

No. Funds must be claimed for expenses incurred during the year the funds become available. Claim forms must be received, fully completed and with all required paperwork attached, in the Division Research Office no later than 31st March the following year. All receipts must date from the year from which funds are being claimed. Up to $300 per year is available to claim for internal students and up to $500 per year for external students for each year of their candidature (see clause 4.5 in the Academic regulations for Higher Degrees by Research, http://w3.unisa.edu.au/policies/policies/resrch/res10-regs.asp#4.5, for information about the maximum length of candidature for your degree). The maximum amount which may be claimed by internal doctoral students is $1200 over the entirety of their candidature, for external doctoral students this maximum amount is $2000, a pro rata amount will be calculated for doctoral students who change mode during their candidature. The maximum amounts claimable by Masters by Research students are half those of the equivalent doctoral students.

What about my initial allowance?

This must be claimed before 31st March of the year following your initial enrolment.

What if I change course or program?

You will only receive one initial amount. Any funds already claimed under the old course or program will be deducted from what can be claimed under the new course or program. The maximum amount you are able to claim over your candidature will be the same as that for your new course or program.

What if I change from full-time to part-time or internal to external or vice versa?

Whatever your load or mode is for the greatest proportion of the year, that is what the rate of support available to you from the Student Maintenance Fund will be for that year. In addition, to be able to claim support at the full-time or external rate, you need to have been full-time or external for at least six full months of the year.

Can I claim for expenses incurred when I am on leave of absence?

No. Student Maintenance Funding is only available while you are actually consuming load. Receipts which date from periods when a student is on leave of absence cannot be used to claim reimbursement.

Can international currency receipts be used?

Yes. You can claim for goods or services purchased while/from overseas. You must still provide a receipt (with a certified English translation if the original receipt is in a foreign language). The receipt must show all the information required on an Australian tax compliant receipt, except for the ABN number. If possible, you should provide proof of what you actually paid in Australian dollars (for example, a credit/debit card statement showing the actual currency conversion rate applied to the transaction). If this is not possible, the currency conversion mid-rate on the day your claim is processed will be applied. External students who live overseas may be reimbursed in the currency of the country of their residence. They must include the SWIFT number of the financial institution where they would like their reimbursement to be deposited on their claim forms.


Conference Travel Allowance

The Division of EAS will make funds available to its HDR students to assist them with the costs of conference registration, travel and accommodation associated with attending conferences to present their research degree work in line with the University of South Australia's Academic regulations for Higher Degrees by Research Appendix 5: Statement of minimum resources for higher degrees by research students (http://w3.unisa.edu.au/policies/policies/resrch/res10-regs.asp#app5) (presently set at $800 per year).  This amount will be accumulative over a student's length of candidature (4 years for a PhD - maximum amount presently $3200, and 2 years for Masters by Research - maximum amount presently $1600), and available for expenses related to attendance and presentation of a paper at a national or international conference which takes place during a student's candidature.  An amount (presently set at $800) will be made available at the beginning of each year of candidature up to a maximum of 4 years for PhD students and 2 years for Masters by Research students.  Students will not be able to access these funds until their candidature has been confirmed (that is, students in Provisional Enrolment will be unable to claim), however funds will remain available to claim after enrolment is confirmed.  External international students may use this fund to travel to Australia to meet with their supervisors.  Whilst in Australia, such students should present a paper, eg at the EAS Division Forum or an external conference.  All claims must include proof of registration and presentation at the conference (for example receipts and/or conference programs), and tax compliant receipts relating to expenses being claimed (such as registration and accommodation). Students must obtain approval to attend a particular conference from their Associate Head of School: Research (not just their supervisor(s)) before they attend the conference.

Students who receive support for conference travel, which is greater than that offered by the Division, from other sources, either within or outside the University (for example from scholarships, awards or industry partnerships), are not eligible to claim Divisional Conference Travel support.

Students must be in candidature to be eligible to claim.

Conference Travel Fund Claim Form

Frequently Asked Questions
What can I claim for?

Conference registration fees, travel directly to and from the conference, and accommodation during the conference, for national and international conferences. Individual claims must total at least $75. Travel is not paid upfront and reimbursed after the conference, it is booked and paid directly through the University's Business Travel Team. Conference registration fees should be paid upfront by the student and then a claim submitted for reimbursement after the conference has occurred. Conference accommodation is either booked by the student at the time of registration, or by the University's Business Travel Team when the travel is booked. Accommodation costs should be finalised by the student on checkout, and then a claim submitted for reimbursement after the student has returned from the conference.

What can't I claim for?

This fund supports conference presentation only, and cannot be used to support conference attendance when not presenting at the conference, or when not actually attending the conference. Claims cannot be made for expenses incurred in relation to travel for the purposes of data collection. This fund is not an incidentals allowance, and cannot be used to claim, for example, for meals/drinks, internet access (even from a hotel room) or incidental travel/transport around a location (for example, from your accommodation to a conference dinner).

When can I claim?

Claims may be made for part or all of your available funds any time after your candidature has been confirmed. Students in Provisional Enrolment may not make a claim, although funds available to them still accrue and are able to be claimed by them after their enrolment has been confirmed. All claims must be received fully completed and with all required paperwork attached in the Division Research Office within three months of the end of the conference. Final claims must be received fully completed and with all required paperwork attached in the Division Research Office within three months of the date of submission of the thesis for examination or the date of completion of candidature, whichever comes first.

How much can I claim?

The amount a student can claim will be according to the University of South Australia's Academic regulations for Higher Degrees by Research Appendix 5: Statement of minimum resources for higher degrees by research degree students (http://w3.unisa.edu.au/policies/policies/resrch/res10-regs.asp#app5). The current rate is up to A$800 per year of a student's candidature, or part thereof. Any amounts not used in a particular year will be able to accrue to the following years. Students who commenced their enrolment prior to 1st January 2013 should consult the following link to understand how much they may be eligible to claim. Any further queries should be directed by email to the Division Research Office at Div-EAS-HDRfunding@unisa.edu.au .

What documentation do I need to provide to make a claim?

You need to fully and correctly complete the claim form, have it endorsed by your Principal Supervisor and your Associate Head of School: Research, and attach proof that you presented at the conference. This could be, for example, the conference itinerary or timetable showing your name and affiliation with UniSA, or a letter/email of acceptance of your presentation from the conference organisers. You must also attach relevant tax compliant receipts. The conference must be highly relevant to your higher degree research topic/work, contribute to your School's research outputs, be of high international standing and be of high significance in your field of research.

Can I present at more than one conference?

Yes, however each claim must be for a minimum total of A$75.

How must I travel?

You must take the cheapest direct fare (or equivalent) to the conference location which allows you to arrive at the conference in time for registration, but not more than 24 hrs in advance. As soon as possible after the conference concludes (but, at longest, within 24 hrs), you must take the cheapest direct fare (or equivalent) back to your place of residence. Requests for variances to this may be considered, however any increase in cost will be the responsibility of the student and must be paid by them to the Travel Agent before any tickets can be issued.

How do I book my travel?

All travel on university business (including travel by students to conferences to preset their research degree work) must be booked through the University's Business Travel Team (https://teamsites.unisa.edu.au/services/btr/Pages/BusinessTravelBooking.aspx). Travel that is not booked through the University's Business Travel Team is not covered by the University's insurance, and therefore cannot be endorsed by the University. Expenses related to such travel cannot be reimbursed. Please follow this link for instructions on how to complete a Business Travel Request Form.


Publication Incentive Allowance

Students enrolled in a higher degree by research in the Division of EAS who publish their research degree work in an international, peer-refereed forum will be able to claim a publication allowance of $200.

1. HDR students in Education, Arts and Social Sciences disciplines

Students enrolled in a higher degree by research who publish a paper in a DIICCSRTE (previously DIISRTE) recognised or international peer refereed journal will be able to claim a publication allowance of $200 if they are the principal (first named) author of the paper or they co-author the paper with one of their supervisors.  The $200 allowance may be used to support any aspect of their research degree work, (including, for example, travel, IT hardware, software and books).  Original receipts must accompany every claim.  A minimum amount of $75 is payable for each claim.  Payments will be made when evidence is presented of both invitation to publish/acceptance of publication by the publisher and submission of the publication for audit to UniSA's Research and Innovation Services.  Publications which qualify under this scheme are:  Authored research book (Category A1); Chapters in research books published by recognised commercial publishers (Category B); and Refereed journal articles (Category C1).

2. HDR students in Visual and Performing Arts, Design and Architecture disciplines

Students enrolled in a higher degree by research by artefact, who publish - (through creation/performance/exhibition of original works of art, design or performance) - in a recognised commercial gallery/theatre or state/federal/international museum/theatre (as the equivalent of a DIISRTE recognised or international peer refereed journal), will be able to claim a publication allowance of $200.  They may also be entitled to claim this allowance if they collaborate in creating an exhibited/performed work with one of their supervisors.  The $200 allowance may be used to support any aspect of their research degree work, including, for example, travel, IT hardware, software and books.  Original receipts must accompany every claim.  A minimum amount of $75 is payable for each claim.  Payments will be made when evidence is presented of both invitation to exhibit or perform/acceptance of work for exhibition or performance by the curator/organiser and submission of creative output for audit to UniSA's Research and Innovation Services.  Students must fully and correctly complete the appropriate claim form (see link below), attach the relevant tax compliant receipts and all other required documentation, have the form endorsed by their Principal supervisor and submit all the paperwork to the Division Research Office for approval.  Publications which qualify under this scheme are:  Major Commissioned Creative Works (Category CW1); Individual Invited Exhibition, Performance or Recording (Category CW2); Major Group Exhibition (Category CW3); and Invited/Commissioned Curation of an Exhibition or Event (Category CW5).  The works of art or design created/exhibited must be created as  part of the student's higher degree by research.

Publication Form

Publication Incentive Fund Claim Form

Frequently Asked Questions
What documentation do I need to provide to make a Publication Incentive claim?

You must complete the appropriate Publication Form (see link above) and lodge it with your School's Research Publications Officer.  Once your publication has been accepted and submitted to RIS for audit by your School, you must fully and correctly complete the Publication Incentive Fund Claim Form (see link above), attach relevant receipts and all other required documentation (see claim form), have it endorsed by your Principal supervisor and submit it to the Division Research Office for approval and processing.

What can I claim for?

Any expenses incurred by you to support your research.

When can I claim?

Claims must be received in the Research Office within 12 months of the date on the letter of acceptance for publication or within 3 months of actual publication, whichever is the later.  Final claims must be received in the Research Office within three months of the date of completion of candidature or the date on the University Council's Letter of Conferral of Degree, whichever comes first.


Thesis Binding Allowance

Where students completing a higher degree by research (PhD, Professional Doctorate or Masters by Research) in the Division of EAS do not receive or are not entitled to any financial assistance to produce or bind their theses from either their scholarships or from any other award or allowance, the Division will offer an allowance of up to $400 for Doctoral candidates and up to $200 for Masters candidates, which may be used to claim reimbursement for expenses incurred for the copy-editing, printing and binding of up to 4 copies of the student's examination (soft bound) thesis and/or up to 4 copies of the student's final (hard bound) thesis. In order for a student to be eligible to claim, they must begin the examination process by submitting their thesis for examination within their relevant period of candidature (4 years for a Doctoral student, 2 years for Masters by Research student). Students must fully and correctly complete the appropriate claim form (please follow the link below) and attach all required documentation. Final claims must be received in the Division Research Office no later than three months after the date on the University Council's Letter of Conferral to the student. Original tax compliant receipts must accompany every claim. A minimum of $75 is payable for each claim.

Thesis Binding Claim Form

Please note: Students who hold, or have held, APA and USAPA scholarships receive a thesis allowance as part of their scholarship. This is administered by the Graduate Research Centre. Students, in the first instance, should refer to their original letter of offer for their scholarship to confirm the exact conditions of this allowance. All further enquiries regarding this allowance should be directed to research.students@unisa.edu.au . Students who hold, or have held, other scholarships or awards should consult their original letter of offer initially, and then, if they have any further questions, they should contact the organisation responsible for administering their scholarship/award. Students who receive a thesis binding allowance from any other source are not able to claim the Thesis Binding Allowance from the Division.


Final Exhibition Allowance

The Division of EAS offers a one-off allowance of up to $400 to assist its HDR students who are enrolled in degrees by artefact (not by dissertation) with expenses associated with their final exhibition for examination. In order for a student to be eligible to claim, they must begin the examination process by submitting their exegesis for examination within their relevant period of candidature (4 years for a Doctoral student, 2 years for Masters by Research student). Final claims must be received in the Division Research Office no later than three months after the date on the University Council's Letter of Conferral to the student. Original tax compliant receipts must accompany every claim. A minimum of $75 is payable for any claim. 

Exhibition Allowance Claim Form


How to Make a Claim

Fill out the correct claim form (please follow the corresponding links under each type of claim), attach your original, relevant, tax compliant receipts along with any other documentation required on the claim form, and send your claim to HDR Student Funding, EAS Division Research Office, H1-20, Amy Wheaton (H) Building, UniSA Magill Campus, St Bernards Road, Magill, SA, 5072 (Internal postcode: MAG-01). All claims must include valid original tax compliant receipts, displaying an ABN Number.

How/when will I receive reimbursement?

Fully and correctly completed claim forms with all required documentation attached will be processed once a week and sent to Central Finance the same week. Central Finance will process these claims according to their ordinary schedule and workload, and claimants will receive an email to their student accounts notifying them when a non-usual payment is being made. In ordinary circumstances, during non peak periods, reimbursement is made by the University's Central Finance Unit approximately three weeks after the fully and correctly completed claim form with all required paperwork attached has been received in the Division Research Office. Please check and ensure that you supply your correct Bank Account details (bank name and branch, BSB number, the name your account is held in and your account number). If you require money to be deposited into an overseas account, you will also need to supply the Swift Number.

Further Questions?

Any queries or enquiries regarding any aspect of EAS Division HDR funding should be directed by email to Div-EAS-HDRfunding@unisa.edu.au .


Guidelines last revised 1 January 2013

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