Application for Conference/ Overseas Course/ Research Attachment Leave
Instructions:
1. Conference leave applications must be submitted at least 1 month prior to the proposed leave periods.
2. Leave application must also be submitted via myISIS.
https://isis.nus.edu.sg/psp/cs90prd/?cmd=login&languageCd=ENG
3. Upon your return from conference leave, please inform CSI Office the date of return via email.
4. Reimbursement claims must be submitted with the relevant receipts and postgraduate reimbursement form to
CSI Office no later than 2 weeks upon your return.
without financial assistance
with financial assistance (please submit the Application for Conference Funding form)
PART I – TO BE COMPLETED BY APPLICANT
A.
Student’s Particulars
Name
Student No.
Department
Supervisor (s)
Award Date of Scholarship
Expiry Date of Scholarship
B.
Leave Details
Period of Leave for Conference ONLY (Attached Holiday Leave Application Endorsement for personal leave)
From
to
Purpose of Leave (Attach relevant correspondences)
Attending the following type of Education Enrichment Activity :
Local Conference
International Conference
Overseas Courses
Overseas Research Attachment
Education Enrichment Activities Details (Please attach brochure/ abstract/official handout of activities):
Title/ Name if Research Institute:
Venue:
Dates: From
To
is
Nature of Participation (Please attach copies of relevant correspondences)
Oral Presentation
Poster Presentation
A Panel Discussant
C.
Others; please specify
Financial Assistance Details
Financial assistance received from outside the University or from research grants
Yes (To give details below and attach copies of relevant correspondence)
Source:
No
Amount:
Financial assistance requested from the University
Airfare by the most economical means & direct route.
Accommodation
Registration fee
Per diem allowance
Others, please state:
Total:
Centre for Translational Medicine (CeTM) #12-01, 14 Medical Drive Singapore 117599
Tel: (65) 6516 7287 Fax: (65) 6873 9664 Website: www.csi.nus.edu.sg
S$
Page 1 of 5 (C_Form_02)
12 August 2013
D.
Contact Information While Away
Address
Fax
Signature of Applicant:
Telephone
Email
Date:
PART II – TO BE COMPLETED BY SUPERVISOR
Application for leave is approved
Yes
No
Reasons/Comments:
Signature of Supervisor:
Date:
PART III – TO BE COMPLETED BY CSI
Application for leave is approved :
Yes
No
Application for financial assistance is approved:
Yes, for financial assistance of S$ ___________________.
No
Reasons/Comments:
Approved by:
__________________________
A/Prof Chng Wee Joo
Chair, Graduate Academic Committee
National University of Singapore
Cancer Science Institute of Singapore
Centre for Translational Medicine (CeTM) #12-01, 14 Medical Drive Singapore 117599
Tel: (65) 6516 7287 Fax: (65) 6873 9664 Website: www.csi.nus.edu.sg
____________________
Date
Page 2 of 5 (C_Form_02)
12 August 2013
Guidelines for reimbursement of conference claims
1.
Per diem allowance is subject to the following reimbursement arrangement.
Reimbursement scheme
Airfare:
100% of amount incurred
Accommodation:
100% of amount incurred
Registration Fee:
100% of amount incurred
Visa Application
100% of amount incurred
Per Diem Allowance:
20% of daily subsistence allowable

Per Diem reimbursement is based on the daily subsistence allowable payable for the country concerned
and comply to University policy

Please contact CSI Office for the limit allowed on Per Diem.

Please manage your budget for conference since Per Diem covers food, local transportation
(taxi/bus/train), etc.

Ensure that there is no DOUBLE CLAIM on any of this item stated from PI or department. It would be
considered as an intention of fraudulent; CSI will take disciplinary action against any student who has been
caught in this act.
Original Documentation Needed:

For airfare, accommodation and registration fee reimbursement, original receipts must be submitted.

For per diem, original receipts must be submitted for reimbursement (ie. Hotel bill, local transport/train
ticket, etc.
2a. BEFORE attending the conference/overseas course/research attachment 



-
Complete this set of application form ONE month prior(if VISA needed, factor in more time) to conference /
overseas course/research attachment
Complete “Conference Leave Application” Form; to be attached to this set of application (Not for application
of personal leave)
Complete “NUS Research Scholars’ Leave System” via
https://inetapps.nus.edu.sg/pgrsleave/user/userlogin.aspx for any personal leave on top of conference leave;
submit the “Holiday Leave Application Endorsement” an email on approval from supervisor for leave applied
(if applicable)
Submit the above 3 forms with the following documents:
Abstract of Conference / Research attachment
Itinerary of Conference/ Research Attachment
Information on Registration Fee* (indicate what component does registration includes ie. Meals or
accommodation)
Quotation of Airfare* (most economical and direct route)
Any other documents to support financial assistance application
Any other approving/ recommendation letter to attend conference for Oral/Poster presentation
*
Prior approval from CSI is needed before registration and purchasing of air-ticket. CSI reserve the rights to decline
reimbursement for these components if prior approval has not been given.
3b. AFTER attending the conference/overseas course/research attachment


-
Complete the “Conference Allowance Reimbursement” Form (available on the CSI website)
Submit the above form, together with the following documents
Conference itinerary/ agenda/ programme outline
Air-tickets (e.g. boarding pass & e-ticket or tax invoice)
Original receipts & registration fee invoice/receipt. If registration of conference is via email, student is required
to submit a copy of his/her bank/credit card statement.
A 1-page conference report, using the “Conference Report” Form (available on the CSI website)
Centre for Translational Medicine (CeTM) #12-01, 14 Medical Drive Singapore 117599
Tel: (65) 6516 7287 Fax: (65) 6873 9664 Website: www.csi.nus.edu.sg
Page 3 of 5 (C_Form_02)
12 August 2013
SOP
For STUDENT'S CONFERENCE
APPLICATION & CLAIM
Apply and submit the official leave with Education Allowance for Conference
Application to CSI Student Team, minimum 1-monthi notice prior to the conference.
↓
Conference Review Committee (ANY CSI Academic Committee Member) to evaluate
and approve the individual submission.
Proposal for Conference Reimbursement:
100% - Airfareii
100% - Accommodationiii
100% - Registration Fee
100% - Visa Application
20% - Per diemiv (for Conference Period ONLY)
based on the daily subsistence allowance payable for country concerned
↓
Once CSI Office has approved the application, official notification to reach applicant at
least 2 weeks before the conference, copied to CSI Finance.
↓
Within 1 week from the return date, student to submit Reimbursement form, along
with these documents:
- Original Application for Conference / Overseas Course/ Research Attachment Leave
Form (with CSI Office)
- Original Application for Financial Assistance (with CSI Office)
- Original receipt for Registration Feev
- Original Boarding Pass, Airfare Invoice & Receipt, Hotel Invoice, Local
Transport/Trainvi
- A short report on the conference
↓
Reimbursement to be processed upon receipt of all
documents and forms duly completed and submitted
↓
Students to receive reimbursements within 2 months
from submission of claims
(provided required forms/documents are completevii)
Centre for Translational Medicine (CeTM) #12-01, 14 Medical Drive Singapore 117599
Tel: (65) 6516 7287 Fax: (65) 6873 9664 Website: www.csi.nus.edu.sg
Page 4 of 5 (C_Form_02)
12 August 2013
Important Documents needed to complete application or claims:
Air-ticket
 Official appointed agent is Pricebreaker.com (Pacific Arena),
 Invoice of the airfare will be billed to student w.e.f. 1 April 2009. Student has to make the
payment and CSI will reimburse the student the amount incurred.
 Most economical and direct round trip ie. Travel from A to B to C, return from C to B to A
 No Open Jaw Ticket ie. Travel from A to B, return from C to A
 External travel agent used must be cheaper than Pricebreaker.com or airfare by airline
Official Agent Quotation
Quotation from Pricebreaker.com is encouraged. Students can contact PriceBreakers at NUSTravelDesk@rt.pricebreaker.travel for quotations.
Alternative airfare by airlines can be used: http://travel.vital.gov.sg/airline_prog.aspx
Electronic tickets/registration receipt
 Write on the reverse of the E-ticket/ E-registration receipt/other E-receipt together with your
signature:
“I certify that these expenses were incurred for official purposes and in compliance
with University guidelines. Electronic receipts enclosed have not been submitted
previously for claiming."
Official Receipts
 Only official receipts will be accepted along with the payment statement ie Credit Card or
Bank statement.
 VISA slips, NETS transaction slips etc will NOT be accepted.
i
If VISA is needed, apply VISA first or send in form much in advance
Air ticket by appointed agent - Pacific Arena or by airline directly
iii Accommodation allowance is only provided for overseas conference. Accommodation based on moderate
class hotel (3 or 4 star) or conference hotel rates, as applicable
iv Exact amount reimburse will be based on Conference Program
v Registration receipt with payment statement (bank/credit card)
vi Boarding tab and air ticket payment statement (bank/credit card), Hotel invoice, Local transport/train
vii Refer to page 1 for the list of documents required for submission; maximum amount to be reimbursed for
each (local/overseas) conference is S$3,300.
ii
Centre for Translational Medicine (CeTM) #12-01, 14 Medical Drive Singapore 117599
Tel: (65) 6516 7287 Fax: (65) 6873 9664 Website: www.csi.nus.edu.sg
Page 5 of 5 (C_Form_02)
12 August 2013