Professional Development Fund/Seed Grant

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Welcome to the Guide for Professional Development Fund/Seed Grant.

This page serves as a step-by-step guide on how to use your Professional Development Fund/Seed Gran! Hope you got it

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1. What are the policies that you should know

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The Professional Development Fund is governed by policies issued by the HR teams. These policies provide the framework that ensures compliance with university regulations

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Here, you will find all policies that govern our procurement and payment system: from how we manage purchases to asset and facility governance under the system of cost norms.

📌 Please ensure you are connected to the Group Wi-Fi network before logging in to access these resources.

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Too many policies to read?

Don’t worry — the step-by-step guide below provides the relevant guidelines and templates for each of your needs. This way, you can focus directly on what applies to your current situation without getting lost in all the policies at once.

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2. How to raise a budget request

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👉 If this is your first time using the PD Fund

You will need to complete the initial preparation steps below to get your account ready before making any requests.

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  A["**Step 1: Confirm PD Fund Balance**<br><i>Send request to HR, wait for confirmation.</i>"] --> B["**Step 2: Get SAP Account Ready**<br><i>Email AA Finance, account will be set up.</i>"]
  B --> C["**Step 3: Log in SAP**<br><i>Follow login guideline to activate account.</i>"]
  C --> D["**Step 4: Register Bank & Tax Information**<br><i>Submit info to accounting system.</i>"]

👉 Once your account is ready

You can follow the step-by-step guide provided below to start using your budget effectively.

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    A["**STEP 1: Submit Request**<br><i>Submit via PD &amp; Seed Form, confirm info.<br>Each expense type = separate request.</i>"] --> A1["⏱ Timeline: When goods/services are needed"] & B["**STEP 2: Obtain Necessary Approval**<br><i>If your request requires further approval,<br>follow the guideline &amp; template to obtain.</i>"]
    B --> B1["⏱ Timeline: Within 7 working days from request date"] & C["**STEP 3: Make Purchases**<br><i>Follow guideline/template.<br>Request AA if legal signatures are required.</i>"]
    C --> C1["⏱ Timeline: Within 21 working days from request date"] & D["**STEP 4: Submit Documents**<br><i>Reply to the request email with the required documents.</i>"]
    D --> D1["⏱ Timeline: Within 7 working days from completion"] & E["**STEP 5: Process Payment**<br><i>Payments processed according to cycle.</i>"]
    E --> E1["⏱ Timeline: Within 15–30 days from submission"] & E2["💰 Processing dates:<br>– 1st period: 12th of next month<br>– 2nd period: 25th of month"]

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Step	Action Chart	Timeline	Description
1	Submit Request	When goods or services are needed	Submit a request via the PD & Seed Form and confirm all relevant information. A confirmation email will be sent once your request is successfully registered.
Each type of expenses should be raised in a separate request
(e.g., Flight tickets, Hotels, etc.).
Assets or Research equipment purchase must be centralize in the group, for more information please see guidelines below
2	Obtain necessary approval	If your request require further approval	Follow the guidelines and template below to obtain the necessary approval
3	Making purchases	within 21 working days
from request date	Follow the guidelines and template below to prepare documentation.
If documents require School’s legal representatives’ signatures, request AA for support.
4	Submit Documents	within 7 working days from the date of completion	Reply to the email generated from request submission with the necessary documents per guideline
Submit payment documents by:
– 1st period: End of each month
– 2nd period: By the 12th of the following month
5	Process Payment	within 15 - 30 days from the date of submission	Payments processed on:
– 1st period: 12th of the next month
– 2nd period: 25th of the month

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3. Guidelines & Documentation

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Further approval

Some requests may require additional approval. Please follow the guideline below to complete the necessary steps.

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Documentation process

Finally, you will find the guideline for preparing and submitting the required documentation for your payment request.

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