As part of their research, many PIs will employ research assistants, purchase equipment, engage in travel or encounter other expenses. The following information is intended to assist researchers when making these purchases.

• Hiring research assistants
• Hiring consultants
• Purchase equipment, software or library resources
• Travel expenses
• Teaching reassignment
• Useful forms

Hiring Research Assistants

Training is a major expected outcome of research at Zayed University and we encourage PI’s to hire Zayed University students as research assistants wherever possible.  Contact the Office of Research for further information about identifying and employing student research assistants.

If it is necessary to hire a research assistant from outside ZU, contact the Office of Research for assistance with selection of applicants.  Recruitment of your selected assistant(s) requires the completion of a Brief MOU, which should be attached to their CV and forwarded to the Office of Research.  Hiring of research assistants should not result in a conflict of interest.

All research assistants will need to complete a Time Sheet for work completed, which is attached to a Payment Requisition form and sent for payment processing to the Office of Research, either at the completion of the work agreed to, or in stages as indicated in your MOU.

Hiring Consultants

Consultants approved in your research grant can be hired either locally or internationally.  In both cases, the PI will need to complete a Memorandum of Understanding (MOU), which is an agreement between the university (delegated to the Assistant Provost of Research), and the consultant.  The MOU will detail the work, timing, outcomes expected, and payment terms, and in the case of international consultants, may also include details of travel and accommodation expenses.  Typically, consultants are hired on a daily rate ranging between  AED 1,500 and 2,500 per day, but this and other details relating to the hiring of consultants should be referred to Research Office staff for advice.

Payment of consultants can be made by completion of a Payment Requisition form (including payment/banking details), attached to the approved MOU and evidence of completion of the requirements of the consultancy, and forwarded for processing to the Office of Research.

Purchase of Equipment, Software or Library Resources

Equipment or software approved in your grant budget can be purchased online, through a purchase request, or the PI may self purchase and request repayment.  Advice from Computing Services Division is required in the case of laptop purchase to ensure that compatibility and university support will be available.

Whenever purchases or claims are made, it is strongly recommended that you include the cost code allocated to your research grant, to facilitate a quicker and more accurate outcome.  Assets purchased for the project should be recorded on the Asset Receipt and Return form. Normally, equipment and publications purchased with grant funding remain the property of Zayed University on completion of the research project.

Online Purchases

An online purchase can be made by making either a personal payment and seeking reimbursement, by using the university credit card, or by seeking pre-payment for the purchase before the online transaction is undertaken.

If an online purchase is made which requires personal reimbursement, complete a Local Expense Claim form, attach the receipt from your transaction, and forward for processing to the Office of Research.

Contact the office of Finance for information about the option of using the university credit card for approved purchases.

If you prefer payment for the purchase before the online transaction is undertaken, then also complete the Purchase Request form, but include the item details and invoice for the item, to forward for processing by Office of Research.  Your approved purchase money will then be available to you for online payment.

Official Ordering through ZU

Purchases can be made by completing a Purchase Request form, and sending this to Office of Research for funding verification.  Office of Research will then forward this request to Procurement department of ZU, who will seek quotations and place orders on your behalf.  You should verify the likely time to be taken with Procurement  when using this option to purchase through procurement.

Self Purchasing

If you prefer to purchase using your own funds and then seek reimbursement, complete a Local Expense Claim form, attach the receipt from your transaction, and forward for processing to the Office of Research.  To avoid delays it is advisable to obtain pre-approval from the Office of Research.

Software

Software purchases should be made in consultation with the Office of Research and CSD to ensure that a similar product is not already available to you, and that purchase of new software will be supported within the university IT framework.

Library resources

Purchases of books, journals databases etc.  should be made in consultation with the Library, to ensure that the resources are not already available to you, and to confirm whether library staff may be able to assist.

Travel

All international travel requires the completion of the Request to Engage in Professional Development form, with the top box ticked to indicate that this is travel for research purposes.  This travel form should be approved by your Dean, and then forwarded to Office of Research.  Once approved, ZU Travel Services can assist you to book your travel.

Upon return, travel expenses less any advance payments can be reimbursed using the Foreign Expense Claim form.  Be sure to attach your original approval, original receipts, boarding passes and a short report of your travel outcomes.  Forward this claim for reimbursement to Office of Research.

Teaching Reassignment

Teaching reassignments for research must be pre-approved by the academic Dean.  Upon approval of a Dean-approved teaching reassignment within your research grant, the Office of Research will notify relevant Deans and provide an activity code against which a payment requisition can be raised by the Dean.  Payment Requisition will be approved by the Office of Research, and forwarded to Finance for payment against the activity code.