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Purchasing Proses Using External Grant By : Research Management Centre (RMC)

This guide outlines the purchasing process using external grants at the Research Management Centre (RMC). It emphasizes the importance of obtaining at least two quotations from registered vendors for items costing less than RM 50,000, with necessary approvals from the Faculty Dean, VP of R&D, or RMC Director for higher amounts. All submissions to the Procurement Unit must include a completed checklist. Key tasks include collaboration between the Project Leader, Faculty's Admin, RMC, and the Procurement Unit to ensure proper procedures are followed, approvals secured, and records maintained.

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Purchasing Proses Using External Grant By : Research Management Centre (RMC)

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  1. Purchasing Proses Using External Grant By : Research Management Centre (RMC)

  2. THINGS TO REMEMBER Only for External Grant Minimum 2 quotations from registered vendor Item less than RM 50,000, approved by Faculty Dean Item more than RM 50,000, approved by VP R&D or RMC Director All direct purchase approved by VP R&D or RMC Director Submission to Procurement Unit using scanned copy Only completed document with the check list will be processed

  3. 4 sections of task : 1. External Grant Project Leader 2. Faculty’s Admin 4. Research Management Centre (RMC) 4. Procurement Unit (PU)

  4. Project Leader Know how much the balance of the grant Get minimum 2 quotations Complete the purchasing form CFQ and DP Form : DP Form\New Purchasing Process under R&D\Purchase Requisition using External Grant Process - 3 September 2014 - Revised\Form - Purchasing Requisition using External Grant- CFQ - 3 September 2014.doc DP Form\New Purchasing Process under R&D\Purchase Requisition using External Grant Process - 3 September 2014 - Revised\Form - Purchasing Requisition using External Grant - DP 3 September 2014.doc Checklist : DP Form\New Purchasing Process under R&D\Purchase Requisition using External Grant Process - 3 September 2014 - Revised\CHECK LIST - PURCHASING USING EXTERNAL GRANT- 20 August 2014.doc

  5. Faculty’s Admin Assist the Project Leader to get the list of registered vendor Get the signature from Faculty’s Deputy Dean and Dean Key-in in to the system item purchased by project leader E-mail to PU for item less than RM 50K and cc to RMC and PL

  6. Research Management Centre Create Procurement Requisition Number Get the VP R&D or RMC Director Approval Scan and e-mail to Procurement Unit and CC to Faculty and PL Filing and record

  7. Procurement Unit Process as usual

  8. Q&A And THE END

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