(Updated October 2012)
Ministry of Education
TRANSLATIONAL R&D AND INNOVATION
FUND (TIF)
INNOVATION FUND (IF)
Administrative Guidelines
for Polytechnics and the Institute of Technical Education
1
(Updated October 2012)
1.
Grant variation
1.1.
All expenditure on the IF/TIF project should be in accordance with the approved
budget. However, due to unforeseen changes to the project, variation is allowed
subject to approval.
1.2
Section 2 and 3 set out the approval limits for variations on approved items in the
IF/TIF grant on a “per request” basis. If the variation involves purchase of items
that have not been approved under the IF/TIF grant, the request should be
submitted to MOE for approval using the prescribed form (Annex A), regardless
of variation amount.
1.3
Notwithstanding these “per request” approval limits, variation for each approved
item in the IF/TIF grant should not exceed $50,000 on a cumulative basis.
Exceeding which, the request should be submitted to MOE through the
institution’s Office of Innovation and Enterprise (OIE) or its equivalent for
approval.
E.g. PL’s request to vire $40,000 from item A to item B was approved by
the Principal/CEO. Subsequently, the PL submits another request to vire
$30,000 from item A to item C. Even though this request lies within the
approval limit of the Principal/CEO, the cumulative variation amount on
item A exceeded the $50,000 limit. This request should be submitted to
MOE for approval.
2.
Grant variation within categories
2.1
If there is a need to vary any items within a category (i.e. EOM, Equipment, and
OOE) without a change in the budget for that category, the OIE or its equivalent
may approve a request to vary items below $20,000. Variations from $20,000 to
$50,000 the Principal/CEO will have to approve the variation. Any variation
request above $50,000, the request has to be submitted to MOE through the
institution’s OIE or its equivalent.
Table 1: Approval Limits for Variation within Categories
Amount
< $20,000
$20,000 - $50,000
> $50,000
Approved by
OIE
Principal/ CEO
MOE
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(Updated October 2012)
3.
Grant variation across categories
3.1
If there is a need to vary the budget from one category to another without
changing the total project value, the OIE or its equivalent may approve a request
to vary items below $20,000.
Variations from $20,000 to $50,000 the
Principal/CEO will have to approve the variation. Any variation request above
$50,000, the request has to be submitted to MOE through the institution’s OIE or
its equivalent.
Table 2: Approval Limits for Variation across Categories
Amount
< $20,000
$20,000 - $50,000
> $50,000
Approved by
OIE
Principal/ CEO
MOE
4.
EOM variation
4.1
OIE will approve variation requests to vary the number of positions for R&D
manpower without changes to the approved EOM budget.
5.
Change of Project Leaders
5.1
If there is any anticipated changes to the Project Leaders, OIE will have to apply
for the change via OLGA at least 3 months before the end of the Project
Leader’s contract or termination of the Project Leader’s employment.
5.2
Nomination for the new PL must be supported by the PL’s HOD and endorsed by
the Principal/CEO before submission to MOE for approval.
5.3
If a project extension is required as a result of the change, this must be flagged
up at the same time, in the OLGA submission to MOE.
5.4
If no candidate is found suitable to take over the project, MOE shall terminate
funding for the project.
6.
Project Extension
6.1
All requests for project extension should be submitted at least 3 months before
the project’s expiry date, via OLGA.
6.2
The total period of grant extension is capped at 6 months, unless there are very
compelling reasons to extend for a longer period.
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(Updated October 2012)
7.
Submission of Reports
7.1
All annual progress report should be submitted before 31st August each year,
via OLGA.
7.2
The Final report should be submitted within 3 months after the project
completion date, via OLGA.
7.3
PLs who fail to submit the Final Reports will not be eligible for future IF/TIF grant
applications.
8.
Compliance of Administrative Guidelines
8.1
In the event of non-compliance of these administrative guidelines, MOE reserves
the right to:
a.
withhold or withdraw the funding;
b.
disqualify the PL from subsequent TIF funding; and/or
c.
carry out any actions as MOE deems appropriate.
9.
Miscellaneous
9.1
MOE reserves the right to change, including without limitation, modify, delete or
replace the information and materials set out in this document unilaterally. MOE
shall notify the Polytechnics/ITE in writing, enclosing the revised terms and
conditions, accordingly.
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(Updated October 2012)
Annex A
MINISTRY OF EDUCATION
INNOVATION FUND / TRANSLATIONAL R&D AND INNOVATION FUND
Grant Variation
All information is treated with confidence. The information is furnished to the Ministry of Education (MOE) with the
understanding that it shall be used or disclosed for evaluation, reference and reporting purposes .
PROJECT LEADER & APPROVING AUTHORITIES, PLEASE NOTE :
1. Please complete the information and submit supporting documents (if
applicable) for the specific request.
2. All requests should be duly completed and endorsed by relevant authorities.
SECTION 1: PROJECT INFORMATION
A. Project Details
Project Title:
IF/TIF Grant No:
Expected project
completion date:
Name of Project
Leader:
Department &
Institution:
Approved Budget:
Period of Funding:
(mth-yr to mth-yr)
B. Project Expenditure
EOM
Equipment
Grant approved
Expenditure to date
Balance
Utilisation Rate
5
OOE
Total
(Updated October 2012)
SECTION 2: GRANT VARIATION REQUEST
1. SUMMARY OF VARIATION REQUEST
No
Account to
transfer
fund from
Account to
transfer
fund to
Amount to
be
transferred
($)
Remarks **
a) State how proposed changes will affect the project, including
targets, deliverables, date of completion, etc.
b) If variation involves the change in purchase of equipment or
consumable items, state which original equipment/ consumable
items to forgo and the items to be purchase in replacement, if any.
c) If variation involves the change in manpower, state which
budgeted position to forgo and the new position to be hired in
replacement, if any.
[** IMPORTANT: Please complete this section, or the request will be rejected without
review]
2. REASONS FOR FORGOING ORIGINALLY APPROVED MANPOWER / ITEMS:
a. Explain why item is not required or how savings is derived.
3. REASONS FOR REQUIRING ADDITIONAL OR NEW MANPOWER / ITEMS:
a. Explain the need for additional manpower or purchase of equipment, facilities,
consumables, etc and why this was not catered for in the original budget.
b. For equipment/facilities requested, indicate if such items are already available in your
department/institution, and explain why it is not possible to use existing
equipment/facilities. In particular, where the project is due for completion in a year’s (or
less) time, justify the need for the items at such a late stage of the project. For additional
manpower requested, indicate whether assistants are available in the projects or other
research projects under the same Project Leader, and why the existing assistants cannot
be used.
c.
Where new equipment or facilities are proposed, detail other intended uses upon project
completion.
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(Updated October 2012)
SECTION 3: DECLARATION & ENDORSEMENT
A.
Project Leader (PL)


I declare that the above information is true and complete to the best of my
knowledge.
I have enclosed all necessary documents in support of my application.
Name:
Signature:
Date:
Please provide a copy to Co-Leader(s) for information.
B.
Director of Office of Innovation and Enterprise or its equivalent.

I agree to the proposed changes as indicated above.
Comments (To include basis for “Approved” if different from PI’s current request or reasons for
“Reject/Not Support”):
Name/ Designation:
Signature:
Date:
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