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The Chinese University of Hong Kong 

School of Journalism and Communication 

Financial Guidelines on Research Projects 

 

General Guidelines 

  

Scope ‐ The following two broad categories of research projects are covered: 

 

RGC Earmarked Research Grant 

 

Block Grant 

General Research Fund   

Direct Grant 

Collaborative Research Fund   

Joint Research Schemes   

Fulbright Hong Kong Scholar Programme 

Postgraduate Students Conference / Seminar 

Grants   

Other Earmarked Grant   

Public Policy Research   

Postdoctoral Fellowship Scheme   

Direct Grant for Small Projects   

Patent Projects 

Mainline / Strategic Research   

Research Support for Patent 

Application   

Matching Fund for RGC Research   

RPG Travel Grant   

Research Committee Projects   

 

1.  Acquisition of goods and services for Block Grant / RGC research projects must comply with 

the rules and regulations as set out below: 

For appointment of research personnel, University Recruitment Procedures must be 

complied with. Please liaise with Personnel Office for such appointment. For research 

assistant position, open recruitment is optional. You could contact Personnel Office for 

appointment if there is suitable candidate.   

For acquisition of goods and services, the rules and regulations as set out below must 

be complied with   

o the Guidelines for RGC Research Projects (www.cuhk.edu.hk/rtao/guide/);   

o the University purchasing procedures and regulations 

2.  Spending is limited to the grant allocation and should conform to the approved itemized 

budget. Any significant variation between budget items requires prior approval from the 

following responsible units: 

RGC Direct Grant:  Faculty Panel 

Others:  Office of Research and Knowledge Transfer Services  

     

3.  For on‐going projects, unspent grant balance can be carried forward to the following financial 

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year. 

  

4.  For completed projects, unspent balance has to be returned to the RGC/University promptly. 

Principal investigators should notify the Bursary upon project completion through the 

respective Faculty Panel/ Office of Research and Knowledge Transfer Services. 

  

5.  It is the Principal Investigator's responsibility to safeguard all equipment purchased under the 

research grant, especially for equipment located outside the University campus. The RGC / 

University may require those equipment of completed projects be redeployed for use by other 

projects or institutions. 

 

Guidelines for Payment / Reimbursement 

  

6.  All payment vouchers and invoices should be sent to Bursary for process as soon as all goods 

and services have been received in good order. 

    

7.  For audit purpose, supporting documents are required for processing payment.   

For Payment to Vendors   

o Proof of Goods/Services Purchased 

Original Invoice or Sales Memo or Sales Confirmation 

and   

o Proof of Goods/Services Received 

Original Supplier Delivery Note or Courier/ Postal Delivery Receipt 

For Reimbursement to Staff   

o Proof of Goods/Services Purchased 

Original Invoice or Sales Memo or Sales Confirmation 

and   

o Proof of Payment 

Original Receipt or Copy of Credit Card / Bank Statement (only the page with 

the particular transaction) 

8.  All supporting documents must be in original form (e.g. original supplier invoice, debit note, 

receipt etc.) and copies are generally not acceptable. 

     

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9.  No reimbursements can be claimed for goods/services purchased with bonus points, frequent 

flyer points or cash coupons as the University will only reimburse for out of pocket expenses. 

     

10.  For Payment Vouchers with multi‐pages payee listing, all pages of the payee list should be 

stamped with the chop of the department/unit/project or be signed by the person‐in‐charge. 

Examples of the list are Scholarship & Award to Student, Student Helper Services Payment, 

Part‐time Tutor & Instructor Services Payment, etc. 

    

11.  Reimbursement to staff will normally be made through Direct Payment system and credited to 

staff's payroll bank account. 

 

Introduction to some useful forms 

 

All forms mentioned below are available at the website of Bursary 

(http://www.cuhk.edu.hk/bursary/eng/download_forms/index.html).       

 

1. Payment Voucher (A Sample form is attached as Appendix 1) 

 

For expenditure under HK$10,000, please fill in the payment voucher for payment to vendors or 

reimbursement to staff or students. Please attach supporting documents that are in original form 

(e.g. original supplier invoice, debit note, receipt etc.) and submit it to the responsible staff of your 

research project in Bursary for processing.   

 

If original invoice or receipt is not available (e.g. online purchase), please print the invoice and 

provide proof of payment (e.g. online receipt or Copy of Credit Card / Bank Statement) and write a 

statement “ The original invoice/ official receipt is not available. I hereby certify that this copy of 

invoice is the only claim for reimbursement. No reimbursement has been/will be supported from 

other funding sources.” on the document. Please also sign next to the statement. A statement 

stamp is also available for use in general office of our School.   

 

Remarks: Please note that credit card receipt is not accepted as original receipt.     

 

2. Quotation Sheet and Expenditure Application Form (Sample forms are attached as Appendix 2 

and Appendix 3) 

 

For expenditure over HK$10,000, a quotation sheet and expenditure application form (EA form) 

must be completed and send to the Business Office for handling. Please make quotations according 

to the instructions on the quotation sheet. All quotations should be made within one month. 

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Bursary has also prepared a guideline on completing EA Form. Please refer to Appendix 4 for 

reference.   

 

You can check the expenditure application status by login to the Financial Information System 

(https://ep011.itsc.cuhk.edu.hk:50001/irj/portal). When the expenditure application is approved, 

please submit the payment voucher with the EA number or the copy of EA form to the responsible 

staff of your research project in Bursary for processing. You can also submit the “Request/ 

Delegation to view the E.A.s/P.O.s in F.I.S. form” to the Business Office to delegate the right of 

viewing the expenditure application status to your Research Assistant. The form could be 

downloaded from the website of Bursary.   

 

You are also required to submit an EA form to the Business Office when the purchase involves any 

fixed asset items at HK$5,000 or above each. However, quotation sheet is not required.       

 

3. Contract for Service (A Sample form is attached as Appendix 5) 

 

Please fill in this form if you would like to make payment to individual service provider(s) (e.g. 

freelancer, artist, Professor of other Universities or non‐CUHK student helper etc.). Please read the 

notes on the form carefully. The contract for service form should be completed and send to the 

responsible staff of your research project in Bursary before commencement of service. If there is no 

problem, Bursary will return the contract for service form to you. 

 

When service is completed, please fill in the payment voucher and submit the voucher with the 

contract for service form to the responsible staff of your research project in Bursary for processing. 

 

If payment to service provider is over HK$10,000, completed quotation sheet and expenditure 

application form should be sent to the Business Office for handling. You can also write justification 

and attach it to the EA form if quotation is not possible.   

 

A Contract for Service agreement (could be downloaded from Bursary’s website:   

http://www.cuhk.edu.hk/bursary) is required if (a) the contract sum is equal to or more than 

$50,000; OR (b) there are continuing contracts for duration equal to or more than 12 months and 

the contract sum or the periodic payments are more than $4,000 per month.   

 

4. Timesheet and Log sheet for Student Helper (Sample forms are attached as Appendix 6 and 

Appendix 7) 

 

Please ask student helpers to complete the “Timesheet for CUHK student helper” if local students of 

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CUHK are recruited to help with the research project. Please read the conditions on the timesheet 

carefully to make sure that the engagement of students does not violate the conditions. Starting 

from 1 September 2015, the standard hourly rate for hiring CUHK student helper is HK$55. The 

completed timesheet should be submitted to the responsible staff of your research project in 

Bursary.   

 

If the student helper is non‐local student, apart from the “Timesheet for CUHK student helper”, 

he/she has to submit the “Log sheet for Non‐local students working in CUHK form” as well. Upon 

completion, please return the log sheet, together with the No Objection Letter issued by the Hong 

Kong Immigration Department to the Career Planning and Development Centre (CPDC), Office of 

Student Affairs in person / by internal mail to CPDC, 2/F., Benjamin Franklin Centre. 

 

5. Reimbursement of local travelling expenses claim form 

 

Please read the regulations and procedures governing reimbursement of local travelling expenses at 

Appendix 8 before filling the form. 

 

A sample claim form is attached as Appendix 9 for your reference.   

 

Final Remark: Please keep a copy of all forms and supporting documents that you will send to the 

Bursary for record. The copy can facilitate your communication with Bursary.     

 

 

Date:

Payee Name: * Staff / Student ID No.:Full-time CUHK Student

HKID No. (for Non-CU Staff):

Contact person: Contact number:

(Note)

* Delete as appropriate** For suppliers - Complete and attach the Auto-Pay (Company) Authorization form.

For individuals (except CU staff) - Complete and attach the Auto-Pay (Individual) Authorization form.

RECEIVED PAYMENT:

DATE:

(If appropriate)

Note:

HK$

Paid by cheque Name of Bank _______________________________Bank Account No _______________________________

ForeignCurrency

Bank Auto-Pay **

CHEQUE NO.

Department/Address:

* Crossed / Uncrossed

Description:

香港中文大學

THE CHINESE UNIVERSITY OF HONG KONG付款憑單

PAYMENT VOUCHER

Others (Please Specify)

TOTAL:

POSTING DATE

APPROVED BY HEAD

CHECKED/RECEIVEDBY DEPARTMENT/UNIT

COST CTR/PROJECT/BUSINESS AREA CODE

ACCOUNT CODE

CHECKED/APPROVEDBY BURSARY INITIALS OF

CHEQUE SIGNER(S)

For payment enquiries, please contact the Accounting Operations & Systems Unit at 3943 7336 or 3943 7294.

The bank account information provided will be used for payment by Telegraphic Transfer. They are part of this accounting document, retained on file for seven years as required by the government. Thereafter, this document will be destroyed.

DOCUMENT NO./ INTERCOMPANIES NO.

DATE OF CHEQUE

(Block letter is preferred)

COMPANY CODE

THE CHINESE UNIVERSITY OF HONG KONG Quotation Sheet

Purchases in the range of $10,001 - $30,000 require at least two verbal quotations Purchases in the range of $30,001 - $150,000 require at least three written quotations

Important Notes : (A) At least one quotation should be sought from a supplier on the University Suppliers’ Directory (available in Bursary’s website) and should be recorded as the

First Quotation. If this is not possible, please mark “N/A” in the space provided and state reasons. (B) For verbal replies, the contact person and telephone number of the supplier must be recorded. (C) To reduce the possibility of corruption, suppliers should be approached at the same time or within a reasonably short period of time to get their quotations.

THE “INVITATION TO QUOTE AND QUOTATION FORM” SHOULD BE USED TO INVITE QUOTATIONS. (D) To ensure segregation of duties, different staff members should be engaged to (i) receive, keep and open the quotations; (ii) endorse and select bids; and (iii)

approve the exercise as far as practicable.

Quantity and Description of Goods/Service

For purchase of products/service in the same line The successful supplier selected this time was the successful supplier last time? □ Yes □ No □ Not applicable

Name of Supplier

Date

Contacted

Quotation Rec’d Result Dept’s

recommendation (Please tick) Verbal Written

No Reply

Not Interested

Quotation Amount

Date when Quotation

was opened 1.(Should be chosen from the University Suppliers’

Directory) Contact Person :

Telephone No. :

Reasons for not seeking a quotation from a supplier on the University Suppliers’ Directory (No. 1 above) :

2. Contact Person :

Telephone No. :

3. Contact Person :

Telephone No. :

4. Contact Person :

Telephone No. :

Quotation letters received, kept and opened by:

Bids endorsed and selected by: Approved by:

Dept. of ____________________________________ a

____________________ (Signature)

____________________ (Signature)

____________________________ (Signature)

____________________ (Name in print) ____________________ (Name in print) ____________________________ (Name in print)

____________________ (Position) ____________________ (Position) ____________________________ (Position)

□b I declare that I have no actual/ potential conflict of interests in the procurement of goods/services set out in this form.

□b I have attached my written declaration of actual/potential conflict of interests.

□b I declare that I have no actual/ potential conflict of interests in the procurement of goods/services set out in this form.

□b I have attached my written declaration of actual/potential conflict of interests.

□c I declare that I have no actual/potential conflict of interests in the procurement of goods/services set out in this form. I have also explicitly requested staff of my unit involved in this procurement to declare actual/potential conflict of interests and no such declaration is received.

□c I have attached the written declaration of actual/ potential conflict of interests made by me and/or the following staff member(s) of my department / unit: _________________________________________ .

Date : Date : Date :

aWhen giving approval, the approving parties are requested to verify where possible with quotation keepers that all written quotations received were opened at

the same time.

bEither one of the two boxes must be checked. } Guidelines and regulations on Conflict of Interests are laid down in the Staff Handbook and the University Ordering and Tender Procedures.

cFor the approving parties, both boxes may be checked if applicable. }

University Ordering and Tender Procedures are available at : http://www.cuhk.edu.hk/bursary/stf/eng/purchase_guides/purchase_info/purchase.pdf

BUS09(QS) 12/2014

THE CHINESE UNIVERSITY OF HONG KONG EXPENDITURE APPLICATION FORM

For Business Office Use Only

Guidelines on completing this form are available on the webpage of the Bursary. Please note that incomplete information will not be acceptable to the computer and may delay your application.

PO No. __________________________

Vendor’s Name and Address No. : ( ) Order Type Local PO / Overseas PO / No PO Required (delete whichever inappropriate)

Delivery Location:

Quotation No.: Contact Dept. : Contact Person: Tender No.: Tel No.: Fax No.:

Justification for Waiver of Quotations / Tender and / or Remarks Delivery Date: Delivery Method: Incoterm / Port: Payment Method: E.A. Viewing Party* : ___________(fill in ONLY ONE Cost Ctr / Project) *Being the Cost Centre/Project that can view the status of this E.A. from F.I.S.. Item Description 1MG 2AAS Quantity Unit Unit Price Amount HK$ HK$

Total:

Account Assignment Requested by: Approved by Head , Department of Company Code: Item Qty/% A/C Code Cost Ctr/Project/Bus.Area

__________________________ (Signature) ______________________________________ (Signature)

Date: Date:

□3 I declare that I have no actual/potential conflict □4 I declare that I have no actual/potential conflict of interests in the

of interests in the procurement of goods / services procurement of goods/services set out in this form. I have also explicitly

set out in this form. requested staff of my unit involved in this procurement to declare

□3 I have attached my written declaration of actual/potential conflict of interests and no such declaration is received.

For Business Office Use Only actual/potential conflict of interests. □4 I have attached the written declaration of actual/potential conflict

Item Asset Number Item Asset Number of interests made by me and/or the following staff member(s) of

my department / unit _______________________________ .

Approval of Purchasing Procedures Approval of Funding and Expenditure by Bursary by the Tender Board/Business Office

__________________________ (Signature) ______________________________________ (Signature) Date: Date:

1 Material Group (MG): AV-AV Equipment; C-Microcomputer (System Unit Only); R-Radioactive Material; G-General items which are not included in other Material Groups 2 Account Assignment Category (AAS): A-Asset; K-Cost Centre; P-Project; X-Combination of Cost Centre and Project

3 Either one of the two boxes must be checked. } Guidelines & regulations on Conflict of Interests are laid down in the Staff Handbook and } the University Ordering & Tender Procedures. 4 For the approving parties, both boxes may be checked if applicable.

BUS31(EA)12/2014

Guidelines on Completing Expenditure Application Form

Last Update: July 2, 2015

A. General Information

1. When Do You Need An Expenditure Application Form (E.A.)?

Currently, you need an E.A. when the purchase amount is over HK$10,000 or when the purchase involves any Fixed Asset items at HK$5,000.00 or above each. Please always refer to the updated University Ordering and Tender Procedures (available at the webpage of the Bursary) for exact requirements.

2. Where Should Expenditure Application Form Be Forwarded to?

All E.A.s should first be forwarded to Business Office for vetting. For certain kinds of purchases where endorsement by specialists is required, Business Office will redirect such E.A.s to the specialists concerned. However, departments could speed up the process by forwarding such kinds of E.A.s directly to the said specialist. The purchases and units concerned are as follows:

Microcomputer Purchases (System Units)

Information Technology Services Centre Computer Equipment Acquisition Support

(need to complete a Questionnaire) Radioactive Material Purchases

University Laboratory Safety Office

B. A Walkthrough of the Expenditure Application Form

1. Order Type Local PO: E.A. which requires Business Office to issue Purchase Order to local vendor Overseas PO: E.A. which requires Business Office to issue Purchase Order to overseas vendor No PO Required: E.A. which does not require any Purchase Order. Examples are orders to be placed on vendor's Order Form, Contract/Agreement to be signed by Bursary/Head of Department/Unit/Offices or reimbursement requisitions.

2. Vendor's Name and Address

Name and Address of the vendor (not the person to be reimbursed).

Name of the responsible person in the vendor's company can be provided for the Purchase Order to be directed to his/her attention.

3. Quotation No.

Departments should enter the quotation number, if applicable. 4. Tender No.

Departments should enter the valid tender number, if applicable. 5. Justification for Waiver of Quotations / Tender and / or Remarks

If the space provided here is not sufficient, attach a memo for the purpose.

Departments may enter any other remarks or special instructions for the Bursary here. However, such remarks will not be included in the Purchase Order.

6. Delivery Location

This is the address for the goods and / or invoices to be sent to. Departments should enter the address as detailed as possible so that delivery could be made to the exact room and building.

7. Contact Department

The department which the vendor or the delivery company could contact whenever necessary.

8. Contact Person

The name of the contact person whom the vendor or the delivery company could contact whenever necessary.

9. Tel No.

Telephone number of the contact person.

10. Fax No.

Facsimile number of the contact person.

11. Delivery Date

Departments should specify when the goods/services should be delivered. 12. Delivery Method

For Overseas Purchase Order Only. Examples are: Air Freight, Sea Freight, Courier Service, Air Parcel Postage, Downloading from the web, etc.

13. Incoterm / Port

For Overseas Purchase Order Only. This is also commonly known as "Trading Terms" which describes the responsibilities of the vendor. Such responsibilities include: insurance, delivery charge to a port, delivery charge from a port to the designated premises of the C.U.H.K., etc. Departments should enter such terms which they have negotiated with the vendor here together with the port concerned. Some brief explanations of commonly used Incoterm is available at the webpage of the Bursary. Examples are: CIP CU Campus HK (Door-to-Door), CIF Hong Kong, FOB Taipei, CPT CU Campus HK (Door-to-Door), EXW London, CFR Hong Kong, etc.

14. Payment Method

Departments should enter the payment method here. Examples are: Against Invoice, C.O.D., Telegraphic Transfer, Letter of Credit (L/C), Bank Draft, etc.

16. E.A. Viewing Party

Departments MUST enter only one Cost Centre or Project Number. The responsible person of that Cost Centre or Project can view the status of that E.A. from Financial Information System. (If this field is left blank, the system will automatically use one of the Cost Centre or Project Number in item 1 of Account Assignment as Viewing Party.)

17. Item

"Item" is required in both "Description" and "Account Assignment" sections. This is simply a sequence number assigned to each individual item listed in an E.A. (e.g.. 1, 2, 3,?....). As SAP system allows different items to be charged to different accounts or different combinations of accounts, this sequence number is used to identify the ways different items to be charged in the "Account Assignment" Section.

18. Description

These are detailed descriptions and any discount information of the items to be purchased. Any remarks to be printed on the Purchase Order can also be entered here. Please note that under SAP system, there are two types of discount available and both of them could be expressed in percentage or amount. They are:

Item Discounts

These are discounts applied to one of or several of the items listed in an E.A. P.O. Discounts

These are discounts applied to the E.A. as a whole. However, the net price of each and every item in that E.A. will be recalculated by the same percentage of overall discount rate when printed out in the Purchase Order.

19. MG

MG stands for Material Group. There are four types of material groups to choose from. Just enter their abbreviations here. The types are:

AV - Audio Visual Equipment

C - Microcomputer (System Unit Only)

R - Radioactive Material

G - General items which are not included in other Material Groups (For example, furniture, computer accessories, printers, other services, etc.) 20. AAS

AAS stands for Account Assignment Category. There are four types of Account Assignment (Charging of Accounts) acceptable in SAP. Just enter their abbreviations here. Please refer to the Chart of Accounts for detailed explanations of Cost Centre and Project. The types are:

A - Asset items

K - Non-Asset items charged solely to Cost Centre account/s

P - Non-Asset items charged solely to Project account/s

X - Non-Asset items charged to a Combination of Cost Centre and Project Accounts Z - Non-Asset items charged Business Area and Balance Sheet Account/s 21. Quantity

The quantity of an item to be purchased. 22. Unit

The Unit of measurement of the quantity entered. Examples are: pc, unit, box, carton, meter, cm, kg, gram, liter, ml, etc.

23. Unit Price

The unit price of an item to be purchased. Please note that there could only be one type of currency in one E.A. due to SAP requirement.

24. Amount

The total amount of an individual line item (i.e., Quantity multiplied by Unit Price). Please note that there could only be one type of currency in one E.A. due to SAP requirement.

25. Total

The total amount of the E.A. 26. Company Code

According to the Chart of Accounts, different funding sources have different company codes in SAP. Departments should enter the company code here according to the source of fund charged.

27. Qty / %

When charging to a combination of accounts, SAP allows two methods of splitting the cost. They are:

Splitting by Quantity

This method charges different accounts with different quantity of a line item purchased.

Splitting by Percentage This method charges different accounts according to the percentage of the cost amount of a line item/s.

28. A/C Code

Account code to be charged. 29. Cost Ctr / Project / Bus. Area

Please refer to the Chart of Accounts for detailed explanations of Cost Centre, Project Number and Business Area.

30. Requested by

The person who requests the procurement should sign here and check either one of the two boxes to declare whether he/she has conflict of interest in the procurement. 31. Approved by Head

The Head (may be Faculty Dean, Department Chairman, Project Investigator or Unit Head) should sign and check either one box or both boxes if applicable to declare whether he/she has conflict of interest in the procurement.

- END -

THE CHINESE UNIVERSITY OF HONG KONG

CONTRACT FOR SERVICE REQUEST FORM (This Form should be submitted to the Bursary at least TWO WEEKS before the commencement of the engagement)

Important Notes: 1. Departments/Units should, based on the "substance of relationship" between a service provider and the University, determine

whether a Contract for Service should be offered. The Administrative Affairs Committee (AAC) at its 13th (2010) meeting affirmed that any proposed contract for service to be offered to an individual person should be carefully vetted by the Business Office according to the University tendering and purchasing procedures so as to ensure that the contract for service was awarded to a bona fide service provider and was not a way to extend the service previously provided by a former employee of the University. Doubtful cases should be referred to AAC for review.

2. A Contract for Service is NOT an employment contract and there is NO employer-employee relationship between CUHK and the service provider. In this connection, the service provider is required to complete Part II of this Form overleaf.

3. When offering a Contract for Service, Departments/Units should observe the guidelines on the prevention of conflict of interest set out in the Staff Handbook and the University Ordering and Tender Procedures.

4. A Contract for Service agreement (available from Bursary’s website: http://www.cuhk.edu.hk/bursary) is required if (a) the contract sum is equal to or more than $50,000; OR (b) there are continuing contracts for duration equal to or more than 12 months and the contract sum or the periodic payments are more than $4,000 per month.

5. The service provider is required to observe the University’s Policy on Intellectual Property Rights as stipulated in his/her Contract, if applicable.

6. The completed Form, together with the Contract for Service document (if any), should be sent to the Bursary. On completion or satisfactory progress of the project/contract, a Payment Voucher should be sent to the Bursary for payment.

7. Departments/Units should follow the appropriate quotation-seeking or tendering procedures as prescribed in the University Ordering and Tender Procedures (please refer to http://www.cuhk.edu.hk/bursary/stf/eng/bus_purchase_info.html for details). Prior approval should be sought from Tender Board/Business Office, if applicable, BEFORE the engagement of service commences. No retroactive approval will be granted.

Part I (to be completed by the Department/Unit concerned)

Department / Unit:

Name of Service Provider:

Description of Services to be Provided:

Contract Duration: From To

Nature of Contract (Contract OF Service vs Contract FOR Service): Under the Employment Ordinance (“EO”) and the Mandatory Provident Fund Schemes Ordinance (“MPFSO”), if on account of the "substance of relationship" between an employer and a service provider, there is an employment relationship between the two, the contract in question is a Contract of Service. A Contract of Service is equivalent to a Contract of Employment under the EO. The legal implications associated with a Contract of Service are different to those associated with a Contract for Service. For example, if a service provider becomes an employee of CUHK, provisions of the EO and MPFSO concerning matters such as sick leave, annual leave, employer's contribution to MPF, etc. will apply. It is against the law for an employer to extinguish or withhold any statutory rights, benefits or protection otherwise available to its employees. As such, a Contract of Service should be processed by the Personnel Office according to existing University regulations and procedures and should NOT be treated as a Contract for Service. In order to assist CUHK in determining whether a contract is a Contract of Service or a Contract for Service, please complete the following checklist.

The following checklist contains a list of factors which are most likely to be relevant for your consideration in determining whether this is a Contract for Service. If you have any doubts on whether an employment relationship exists, please contact the Personnel Office for clarification [see Important Notes no. 1 above].

The service provider:- TRUE FALSE 1. is not required to work in the office of the Department/Unit □ □

2. is free to provide services at any time within the contract period □ □

3. is not required to use the University’s tools/equipments □ □

4. does not require work instructions or supervision from the Department/Unit □ □

5. will complete the work by his/her own arrangement (e.g. hiring helpers at his/her own cost if necessary)

□ □

6. will be responsible for the insurance coverage and the tax related to the income arising from this Contract for Service of both himself/herself and his/her helpers, if any

□ □

7. will not represent the Department/Unit whilst in the conduct of the service (e.g. coordinate and/or liaise with parties both within and outside the University)

□ □

…P.T.O.

Remuneration: □ A lump sum payment on completion of contract/project - HK$

□ Pay on progress (stages) of project/contract - A total of HK$___________________________ (being HK$ _____________________ x _______ instalments)

□ Piece rate - HK$ (e.g. no. of questionnaires / interviews completed)

Cost Centre/Project/Business Area Code (for deduction of payment): I confirm that this engagement is a Contract for Service and that there is sufficient funding to pay for the service.

Any other Contract for Service offered to the same service provider by the same department in the past 12 months? □ Yes (please provide copies of the forms) □ No

Service Initiated/Requested by:

Name in print: Title:

□1 I declare that I have no actual/potential conflict of interests in the procurement of services set out in this form. □1 I have attached my written declaration of actual/potential conflict of interests.

Date: Signature:

Part II (to be completed by the service provider)

Statement I acknowledge and understand that as a self-employed person/individual service provider acting in my own capacity as a party to this Contract for Service, I am NOT an employee of The Chinese University of Hong Kong which does NOT have any liability to me as an employer under the Employment Ordinance, the Mandatory Provident Fund Schemes Ordinance and/or any other applicable laws whatsoever arising out of this Contract. I shall make/have made my own arrangements as applicable and as required by the relevant laws of the Hong Kong Special Administrative Region.

I confirm that I have no relatives or close associates employed by CUHK to whom my provision of services under this contract will lead to actual/potential conflict of interests.

I confirm that I □ have never been employed by CUHK □ am a retired employee of CUHK (pls fill in i-iii below) □ am a full-time staff of CUHK □ am an ex-employee of CUHK (pls fill in i-iii below) □ am a part-time / honorary staff of CUHK (pls fill in ii-iii below)

(i. Last employment ended on _______________(dd/mm/yy) ii. Post: ____________________________________

iii. Dept.: ________________________________________) For tax reporting purpose : (The information is collected for tax reporting purpose only and the Payroll Office, CUHK does not use

or disclose the information for other purposes without your explicit consent.)

Sex: □ Male □ Female Marital Status (Optional) : □ Single □ Married □ Divorced Do you ordinarily reside in Hong Kong? □ Yes □ No

Contractor Witness Full name in print: (Mr/Mrs/Ms/Dr)

Name in print: (Mr/Mrs/Ms/Dr)

HKID Card/Passport No.: HKID Card/Passport No.: Correspondence Address :

Correspondence Address :

Signature:

Signature:

Date:

Date:

Part III (endorsement and declaration by Department Chairman / Unit Head / Dean / Provost)

Remarks (if any): _________________________________ Name in print: ________________________________

□2 I declare that I have no actual/potential conflict of interests in the procurement of services set out in this form. I have also explicitly requested staff of my unit involved in this procurement to declare actual/potential conflict of interests and no such declaration is received.

□2 I have attached the written declaration of actual/potential conflict of interests made by me and/or the following staff member(s) of my department / unit:________________________________

Date: Signature:

1 Either one of the two boxes must be checked. } Please refer to Important Notes no. 3 (CFS-A-02-2015)

2 Both boxes may be checked if applicable.

T o t a l H o u r l y T o t a lD a t e F r o m T o H o u r s R a t e A m o u n t

T o t a l

T i m e

THE CHINESE UNIVERSITY OF HONG KONG TIMESHEET FOR CUHK STUDENT HELPER

Name (in BLOCK letters) CU Student ID

Receiving Studentship (Note)

Yes Endorsement by Heads of Graduate Divisions No

Non-Local student *To comply with the policies of the Hong Kong Immigration Department, students are required to complete the “Log Sheet for Non-local students working in CUHK” (attached), to be endorsed by the hiring person, and return to CPDC, Office of Student Affairs.

(Important Notice)* Yes No

Department/Address

Paid by Cheque Bank Auto Pay

* Crossed/Uncrossed (delete as appropriate) Name of Bank

Bank Account Number Other Instruction (please specify) Nature of Work CONDITIONS: (1) Student helpers must be CUHK’s currently registered students. (2) Conditions of engagement as Student Helpers with University:

(a) working hours should be LESS than 18 hours per week within the University; and (b) the duration of this engagement should NOT exceed 59 days; and (c) there should be a break of service for at least 1 month between any consecutive engagements as a student helper or other part-time

appointment at the University, if the total duration of this engagement and previous engagement(s) exceeds 59 days. (Should there be any departure from the above-mentioned conditions of engagement, the case should be treated as employment, as the case may be, and processed according to the governing regulations and procedures.)

NOTE: Postgraduate students who are receiving studentship and the like from the University may, with the approval of Heads of Graduate Divisions, take up part-time engagements up to the number of working hours per academic year as prescribed by the Graduate Council.

Working Records for the period from to

Student Declaration: I confirm that all my engagement(s) as a Student Helper with the University (including engagement(s) under other department(s)/project(s) during the period stated above) is(are) in compliance with conditions 2(a) to 2(c) above. Signature of Student Date

CHECKED/RECEIVED BY DEPARTMENT/UNIT

APPROVED BY HEAD COMPANY CODE C

COST CTR/PROJECT/BUSINESS AREA CODE

ACCOUNT CODE CHECKED/APPROVED BY

BURSARY INITIALS OF CHEQUES SIGNER(S)

POSTING DATE DATE OF CHEQUE CHEQUE NO

DOCUMENT NO (If appropriate)

The bank account information provided will be used for payment. All information contained in this accounting document will be kept on file for seven years as required by the government and destroyed thereafter.

Log Sheet for Non-local students working in CUHK (This page is to be submitted to the Career Planning & Development Centre, Office of Student Affairs)

All non-local students working on a part-time basis in the University are required to keep a daily log on their working hours according to the relevant regulations of the Government. The records will be checked by the Immigration Department as considered appropriate. Note: Non-local students have to possess their own “No Objection Letter” (NOL) issued by the Immigration Department in order to take up the kind of employment specified in the letter. Or else, they are not permitted to take up employment of any kind.

Please fill in ALL information on this sheet for further process.

Details of Employer Faculty: Department / Unit/ Project/ Centre: Name of Hiring Person: Address of Hiring Person: Direct Line: Email: Details of Student Helper Student Name: Mobile Number: __________________________ Student ID Number: Email: ___________________________________HKID Number: Study Year: ______________________________ Study Programme: Bachelor Master PhD Major: __________________________________ Work Address: Job Starting Date: (dd/mm/yyyy)

Job End Date (expected): (dd/mm/yyyy)

Condition: Working hours should be LESS THAN 18 hours per week within the University

Declaration by the Student: I confirm that all my engagement(s) as a Student Helper with the University is(are) in compliance with the 18 working hour/week requirement.

Signature of Student : Signature of Hiring Person :

Date : Date :

The CPDC may contact the hiring person or student direct should there be any queries. For enquiry, please contact us at 3943 1729. * If the first working day is a Thursday, mark the working hours for that day in the “Thur” box on the row “1st Week of Working”; if the next working day is a Monday, then mark the “Mon” box on the row “2nd Week”. Complete the log table for the rest of the weeks accordingly.

CPDC/OSA/120810

Working week (dd/mm)

No. of working hours* Total hours of the weekSun Mon Tue Wed Thur Fri Sat 1st Week fr / to / 2nd Week fr / to / 3rd Week fr / to / 4th Week fr / to / 5th Week fr / to / 6th Week fr / to / 7th Week fr / to / 8th Week fr / to / 9th Week fr / to /

Upon completion, please return this log sheet, together with your No Objection Letter (NOL) to the Career Planning and Development Centre (CPDC), Office of Student Affairs in person / by internal mail to CPDC, 2/F., Benjamin Franklin Centre. Kindly note that the time sheet on the other page should be returned to the Bursary separately.

THE CHINESE UNIVERSITY OF HONG KONG

Regulations and Procedures governing Reimbursement of Local Travelling Expenses

With Effect from 1 April 2015 General Subject to compliance of the provisions given under these Regulations, a staff member can claim reimbursement of local travelling expenses incurred in the following circumstances: 1. When the staff is directed to perform duties on the campus on Sundays / Public Holidays / his

designated day off ( only applicable to clerical, technical, secretariat and minor staff ) for not more than 4 hours or for emergency duties which were not known or pre-arranged.

2. Travelling expenses which arise directly from the duties performed during office hours.

Please note that travelling expenses between claimants’ home and their normal workplace (e.g. CUHK/PWH) on normal work days should not be allowed unless under special circumstances that extra travelling expenses were inevitably incurred due to official duty and duly approved in advance. Should this be the case, only the extra costs or mileage should be claimed.

Regulations 1. Staff members are expected to use public transport. Taxi fares are not recoverable except under

the following conditions and with prior approval of the Heads of Department : a) When there is no cheaper method of transport available and practicable; b) When he is required to reach a destination within a short time on official matters of urgency; c) When he is required to deliver a bulky box or package of goods. Claim for using taxi where approved must be supported by receipt(s). No certified taxi fare claims without receipts would be accepted.

2. A staff member who intends to use his / her own private vehicle for travel and make vehicle

mileage claim subsequently must obtain authorization from Head of Department. 3. Reimbursement of the cost of travelling by private vehicle are made according to the following

prevailing rates which are subject to review from time to time by the University :

Type of Motor vehicle

Rate (per kilometer)

Motor Car

$3.16

Motor cycle and scooter

$1.17

Claimants are required to record and fill in the actual mileage and tunnel fee incurred in the claim form for local duty mileage claim. For claimants who forget to record the mileage, please go to an online map (e.g. https://maps.google.com.hk) to retrieve a reasonable reference. For mileage claims between CUHK/PWH and different locations in Hong Kong with mileage information not provided by the claimants, the “Standard Mileages and Tunnel Fees” between CUHK/PWH and different broad districts in Hong Kong/Kowloon/the New Territories will be applied. If the journey involves more than one interim location of official duty, only the location which is farthest away from CUHK/PWH would be taken in the calculation of reimbursement of mileage. Please refer to “Standard Mileages & Tunnel Fees” for distances assumed for journeys at different broad districts.

Claim Procedures 1. Claim for reimbursement of travelling expenses should be submitted to Bursary on a monthly

basis on the Form “Reimbursement of Local Travelling Expenses Claim” for direct credit of claim amount into the claimant’s bank account. The reimbursement form can be downloaded from the Bursary website at https://www.cuhk.edu.hk/bursary/eng/index.html.

2. Alternatively, for staff member whose department maintains a petty cash float, travelling

expenses by public transport or taxi with total claim amount not exceeding $500 should best be reimbursed from Department’s Petty Cash. This could speed up the reimbursement and at the same time save the administrative effort involved in processing bank autopay for expenditures of minor amounts.

3. The claim forms must be properly completed, duly authorized by Unit or Department Head and

accompanied by receipts where practicable. 4. Enquiry on the above may be directed to the Bursary ( 3943-9759 / 3943-1942 / 3943-7252 ).

BO/PAY2 (04/2015)

香 港 中 文 大 學 THE CHINESE UNIVERSITY OF HONG KONG

REIMBURSEMENT OF LOCAL TRAVELLING EXPENSES CLAIM for the month ending ______________________________

Notes: (1) The personal data provided on this form will be used by the Bursary for processing the claim on local travelling expenses and for direct payment of the

claim amount into your bank account. (2) The vehicle should be owner-driven for the journey unless circumstances preclude otherwise and prior approval for using private vehicle is obtained from

Head of Department/Institute/Unit. (3) For private vehicle mileage claims, claimants should log and fill in the actual mileage consumed. For claimants who forget to log the actual mileage,

please go to an online map (e.g. http://maps.google.com.hk) to retrieve a reasonable reference for mileage for reimbursement. For duty journeys to/from CUHK/PWH with mileage information left blank, Payroll Office will apply the “Standard Mileages and Tunnel Fees” between CUHK/PWH and broad districts in Hong Kong/Kowloon/New Territories, available at https://www.cuhk.edu.hk/bursary/stf/eng/psu_local_travel_claim.html

(4) For enquiry, please contact Payroll Office at 3943 9759 / 3943 1942 / 3943 7252. Staff Name : For travelling by private vehicles only:

□ University-owned vehicle □ Private-owned vehicle Staff I.D. : Post : Vehicle License No.: Faculty / Department / Institute / Unit : Company Code : Cost Centre / Project Code : Contact No. : Account Code : 5 9 0 0 9 1

Select either mode of reimbursement as deemed appropriate: □ Reimbursement from petty cash float.

Please submit the approved claim form to the petty cash custodian in your department for petty cash reimbursement. This is the preferred mode of reimbursement if (i) your department maintains a petty cash float (ii) no vehicle mileage claim is involved (iii) total claim amount does not exceed $500.

Please do not submit the form to Payroll Office if you select to claim through petty cash float.

□ Reimbursement through direct credit to my salary account. Staff selecting this mode should submit the claims in batch to the Payroll and Superannuation Unit of Bursary on a monthly basis.

Details of travelling expenses:- (Additional spaces for claims and guiding examples are available on page 2) Date

(Please “ “ to indicate work on Sat/ Sun/ public holiday/

day off)

Journey

Purpose of Journey Type of Transport

A Bus, ferry, train,

taxi fare(with receipts)

B [Note (2) & (3)]

For motor vehicle mileage claim

C Tunnel fee,

parking fee(with receipts)

From To If it starts or ends at home on normal work day, only extra costs or mileage should be claimed. [See guiding examples on page 2] $ Kilometer $

Total : I certify that all the above journeys were necessary to enable me to perform my University duties and only extra costs or mileage is claimed. Taxis were only used when justified under current regulations and supported by receipts. Signature : __________________________ Date : _______________________

Approval by Budget Holder / Department Chairman / Unit Head or Higher Authority where appropriate I have examined the above claim and certify that all the above journeys were necessary for the proper performance of the claimant’s duties. The use of own vehicle and / or taxi were pre-approved by me and justified under current regulations. The claim for reimbursement of additional travelling expenses incurred for overtime work on Sundays / Public Holidays / designated day off does comply with current regulations. __________________________ ______________________ __________________ Signature Printed name and designation Date

FOR USE IN BURSAR’S OFFICE Total mileage under this claim km @ $ /k $ Prepared by :

Bus, ferry, train, taxi fare, tunnel and parking fee $

Checked by : Total : $

Page 1

Details of travelling expenses claims:- Date

(Please “ “ to indicate work on Sat/ Sun/ public holiday/

day off)

Journey

Type of Transport

A Bus, ferry, train,

taxi fare(with receipts)

B [Note (2) & (3)]

For motor vehicle mileage claim

C Tunnel fee,

parking fee(with receipts)

From To

If it starts or ends at home on normal work day, only extra costs or mileage should be claimed. [See guiding examples 1 and 3 below]

Purpose of Journey $

Kilometer

$

Total : Guiding Examples for reference:-

Date (Please “ “ to

indicate work on Sat/ Sun/ public holiday/

day off)

Journey

Type of Transport

A Bus, ferry, train,

taxi fare(with receipts)

B [Note (2) & (3)]

For motor vehicle mileage claim

C Tunnel fee,

parking fee(with receipts)

From To If it starts or ends at home on normal work day, only extra costs or mileage should be claimed. [See guiding examples 1 and 3 below]

Purpose of Journey $ Kilometer $

E.g. 1 2 Apr 14

Home (Lam Tin)

CUHK

Carry bulky materials for health care exhibition held on 2 Apr 2014

Taxi

Taxi Fare: 139.5 Less Normal Transport fare from home to CUHK: (10.8) Extra costs to claim: 128.7

E.g. 2 6 Apr 14

Home (Lam Tin) CUHK

CUHK Home (Lam Tin)

Emergency duties after black rainstorm Return home

Private Vehicle Private Vehicle

(if leave blank, “Standard Mileage and Tunnel Fee” will be applied)

E.g. 3 9 Apr 14

Home (Lam Tin) Shun Lee

Shun Lee CUHK

Seminar at Shun Lee Catholic Secondary School Return to office after seminar

Private Vehicle

Private Vehicle

3.8km

15.6 kmLess mileage from home to

CUHK: (17km) Extra mileage to claim: 2.4km

Parking: $60

Tunnel: $17Less tunnel fee from home to

CUHK: ($17) Extra fee to claim: $60

Page 2