Reimbursement Procedure

Guidelines for Filling/Submission of Reimbursement Claim

  • After making the expense, Universities will be able to submit and reimburse expenses as per HEC's Seminar Grants policy.
  • Reimbursement claim should be filed within the same financial year as the event.
  • The organizer of the event will bear Remuneration, Travel and Accommodation cost of any Invited Speaker/Resource Person if it is not duly approved by the authorized committee at University/DAIs level prior to the event date(s).
  • The Grant will be released to the Head of the University/DAIs (Rector/Vice Chancellor/President).
  • Any expense made against item(s) not explicitly desired at the time of reimbursement submission or considered but not approved by the authorized committee at University/DAIs shall not be reimbursed.
  • A designated focal person (Principal Organizer) will be responsible for the proper utilization of the grant as per approved components.
  • HEC expects that the universities considered for the grant will share the expenses for the organization of the event, and not completely rely on the grant from HEC itself.

Checklist for Filling/Submission of Reimbursement Claim

University must attach the following with the reimbursement forms:

    • A copy of Recommendation Letter/Sanction Letter issued by the University/DAIs.
    • Original duly filled expenditure reimbursement form (Single Pager) for Seminar/Conference (Annex - IV) or for Workshop (Annex - V). In case of two pages, reduce the font size to keep the matter within a single page.
    • Event Program
    • Abstract Book or Book of Proceedings.
    • Payment Receipts for Remuneration from each Invited Speakers/Resource Persons. (Individually).
    • Hotel Bills/Receipts for each Invited Speakers/Resource Persons. (Individually).
    • For Travel charges, Ticket along-with Original Boarding Passes/Payment Receipts from each Invited Speakers/Resource Persons. (Individually).
    • For Entertainment, Bills/Receipts of Entertainment mentioning number of person for which the budget has been allocated.
    • For Publication items, Bills/Receipts of publication (items wise).
    • For Stationery items, Bills/Receipts of stationery (items wise).
    • In case of Workshop, for Chemical/Consumable items, Bills/Receipts of Chemicals/Consumables (items wise).

Reimbursement Requirements:

Duly filled claims are required to be submitted on relevant prescribed pro- forma i.e.:

    • Reimbursement Form for Organizing Seminar, Conference, Symposium.
    • Reimbursement Form for Organizing Training Workshop.
    • Duly filled reimbursement pro-forma, along with supporting documents, should reach HEC at least 6 weeks (42 days) prior to the end of the financial year.

Note: Late and incomplete reimbursement will not be considered.

Following Documents Should be enclosed with the Reimbursement Pro-forma:

  1. For Organizing Seminar/Conference/Symposium:
    • A list of Foreign Invited Speakers
    • Detailed CVs of Foreign Invited Speakers
    • Abstracts of the Papers of Foreign Invited Speakers presented in the proposed event.
    • A list of National Invited Speakers
    • Detailed CVs of National Invited Speakers
    • Abstracts of the Papers of National Invited Speakers to be presented in the proposed event.
    • Detailed CV of the Focal Person/Principal Organizer of the event.
    • Complete Brochure of the Event containing Aims, Objectives, Themes and registration process.
    • Number of participants and the Income from Registration must be indicated in the reimbursement form.
    • A copy of the Detailed and Updated Program of the event indicating the following:
    • Sessions
      1. Name of Presenter (Invited/Registered)
      2. Title of Presentations
      3. Allocated timeslots
    • A list of Organizing Committee. A diversified Committee comprising of the professionals on the subject matter from different institutions is highly encouraged.
    • A detailed list of Stationery items (Only consumable items of stationery).
    • A detailed list of Publication items (Printing of Proceedings or Abstract Book, Printing of Banners and Brochures, without Bags, Shields, and Souvenirs).

     2. For Organizing Workshop:

    •  A list of Foreign/National Invited Resource Persons.
    • Detailed CVs of Foreign/National Invited Resource Persons.
    • Abstracts of Training Modules of Foreign/National Invited Resource Persons.
    • Detailed CV of the Focal Person/Principal Organizer of the event.
    • Complete Brochure of the Event containing Aims, Objectives, Themes and registration process.
    • Number of participants and the Income from Registration must be indicated in the reimbursement form.
    • A copy of the Detailed and Updated Program of the event indicating the following:
      1. Training Sessions
      2. Name of Resource Person
      3. Title of Training Module
      4. Allocated timeslots
    • A list of Organizing Committee. A diversified Committee comprising of the professionals on the subject matter from different institutions is highly encouraged.
      1. Complete Brochure of the Event containing Aims, Objectives, Themes and registration process.
      2. A list of participants of the training workshop. A diversified group of participants from various institutions is encouraged.
      3. A detailed list of Stationery is required (Only consumable items of stationery).
      4. A detailed list of Laboratory Chemicals/Consumables for on-hand training sessions is required (Only consumable items) along-with their usage in training process.
      5. A detailed list of Publication items (Printing of Proceedings or Abstract Book, Printing of Banners and Brochures, without Bags, Shields, and Souvenirs).

Financial Provision:

The Universities are requested to grant the budget as per following budgetary limits:

  • Maximum budget limit for an International Level Event is Rs. 1.5 Million.
  • Maximum budget limit for a National Level Event is Rs. 1.0 Million.

Budget Provisions for Foreign Invited Speakers/Resource Persons:

  • A maximum of 5 Foreign Invited Speakers/Resource Persons are supported for an event.
  • Maximum remuneration for one Invited Focal/Resource person is @ Rs.10,000/-.
  • Maximum accommodation for an Invited Focal/Resource person is @ Rs.15,000/- per night. The accommodation may be extended for event days plus one extra night, up to maximum of 6 nights.
  • Travel Charges as per HEC Rules.

Budget Provisions for National Invited Speakers/Resource Persons:

  • A maximum of 10 Invited National Speaker/Resource person are supported for an event.
  • Maximum Remuneration for an Invited National Speaker/Resource person is @ Rs.5,000/-.
  • Maximum Accommodation for an Invited National Speaker/Resource person is @ Rs.6,000/- per night. The accommodation may be extended for event days plus one extra night, up to maximum of 6 nights.
  • Travel for National Invited Speakers/Resource Person is as per Govt. of Pakistan's rules.

Catering Publication

Stationery:

Lunch @ Rs.350 and Tea @ Rs.70 per person – maximum Rs.168,000/-. Cost of printing of the Proceedings or Abstract Book, banners and brochures

–  maximum  Rs.75,000/-,  without  cost  of  Bags,  Shields,  and  Souvenirs (proposed limit).

Only Consumable Items – maximum Rs.25,000/- (Proposed limit).

Chemicals/Consumables hands on practice in Workshop

Maximum Rs.50,000/- (proposed limit)

Contingencies:

Unforeseen expenditures – maximum Rs.10,000/