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HDR Finance and Travel

HDR student travel requests

All Higher Degree by Research (HDR) student travel requests require endorsement from the principal supervisor. Once agreed, the student must contact the Graduate Research School (GRS) or the primary funding department, who will advise what documentation is required.

After all documents are prepared, research students will use the UniSQ online travel system to formally lodge the request for approval of travel and related expenses such as airfares, accommodation and conference registration.

All HDR student travel, even if it is at no cost to UniSQ, must be requested through the travel system. No reimbursements will be given for travel booked outside of the system.

Notice must be provided to the GRS for all travel booking approval and purchases, to access UniSQ funding:

• Eight (8) weeks' notice for international travel (outside of Australia)
• Four (4) weeks' notice for domestic travel

HDR student funding from the Graduate Research School

HDR students are provided with access to funding to support undertaking research following successful Confirmation of Candidature. The GRS will email HDR students after completing the milestone confirming their access to the funding. 

All non-consumable items purchased using these funds will remain the property of UniSQ (e.g., digital voice recorder) and need to be returned once provisional awarding has been made. 

Supervisor specific information regarding HDR Finance and Travel is available from the HDR Supervisor SharePoint.  

How to use HDR student funding

Pre-approval from the GRS office must be obtained for all use of HDR funding.

Requests can be lodged via the HDR Funding Request Form. The supporting documentation requirements vary for request type is detailed below. Please note your request may be denied if the required supporting documentation is not provided.

Please allow at least 20 business days for pre-approval requests to be processed. The GRS will confirm successful requests via the student Umail account. 

Split Funding
Acknowledge any additional funding sources being utilised (including out-of-pocket) in the Justification section on first page of the HDR Funding Request Form. Obtain and attach written approval of the relevant department’s category four (4) financial delegate for use of any additional university funding.

 
Procurements requests are for general purchasing of items. All non-consumable items purchased using these funds will remain the property of UniSQ (e.g., digital voice recorder) and need to be returned once provisional awarding has been made.

You will be required to provide:
• Item details (quantity, description, supplier details)
• Cost estimate (per item)
• URL to the item from the supplier
 
Requests for pre-approval to have a thesis (once completed in the program) printed from the provider (Preferred service provided - Able Bookbinding). Please contact the service provider and provide the quote. 

Note: Limited to one (1) copy per supervisor and one (1) student copy. 

Supporting documentation: 
• Cost quote
 
Request for the payment of publication costs for Q1 Journals. 

Supporting documentation: 
• Acceptance letter from the journal 
• Cost quote / invoice
 
NO TRAVEL – Requests for payment of registration costs for online conferences only. HDR funding is restricted to presenters. 

If the conference involves any travel, a travel request is required. Registration payments are subsequently made through the travel request. 

Supporting documentation: 
• Invitation
• Cost quote / invoice
 
Casual Contracts are used to employ a service provider through UniSQ. No work is to commence until an approved contract has been received by the service provider. 

Common examples: Research Assistant or Proofreader.

Proofreader requests: 
Contact your supervisory team for a list of potential service providers (available from the HDR Supervisor SharePoint). Contact your preferred service provider for a quote and confirmation of their availability. 

Supporting documentation: 
• Cost quote / invoice
 
Following the GRS pre-approval for use of HDR funding, a reimbursement request can be lodged. 

Supporting documentation: 
• Cost quote / invoice (where applicable)
• Receipt from provider
• Proof of payment (payment in AUD and student name)
 
Accountable Advance is a special request for access to HDR funding in the form of money (direct to student bank account) for a specific venture directly relating to your research where standard process cannot be followed. 

Supporting documentation: 
• Consultation evidence with supervisory team (e.g., emails)
• Planning documents (e.g., Itinerary, cost estimates, logistics)   


Supervisor specific information regarding HDR Finance and Travel is available from the HDR Supervisor SharePoint.  
 

Contact us

Office hours

The GRS office is open from 8.30am - 4.30pm, Monday - Friday.

Email

Students: grs@unisq.edu.au
Staff: grsadmin@unisq.edu.au
Research Development and Training - ResearchTraining@unisq.edu.au


Location

UniSQ Toowoomba
Level 1, Q Block
West Street
Toowoomba QLD 4350

Telephone

+61 7 4631 1088