FREQUENTLY ASKED QUESTION | OFFICE OF THE VICE CHANCELLOR
» FREQUENTLY ASKED QUESTION

FREQUENTLY ASKED QUESTION

SISTEM PERMOHONAN KE LUAR NEGARA
1
I am a student. Do I need to fill out an application form if I want to travel abroad?

No, only those categorized as staff by UPM are required to fill out the form if they plan to travel abroad. However, matters involving students should be forwarded to the UPM Student Affairs Division for further action.

2
When should the SPLN application be submitted?

Applicants must submit the overseas travel application at least 7 working days (for NON-OFFICIAL) and 4 weeks (for OFFICIAL) before the travel date. Any delay in the application must be justified as requested in the SPLN system (spln.upm.edu.my). Applications submitted do not need to be printed or sent to the Vice-Chancellor's Office for approval. However, applicants may need to print the application after receiving approval from the Vice-Chancellor/Chief Secretary (KSU) if required for insurance, travel claims, winter clothing allowance, or any other related needs.

3
When can I apply for health insurance coverage for overseas travel?

Health insurance coverage for non-official travel can be applied for after obtaining approval from the Vice-Chancellor through the administration section of the respective PTJ. However, this facility is subject to the following conditions:

  • Eligible applicants are UPM staff appointed permanently, temporarily, or on a contract basis.
  • Coverage is limited to the applicant only.
  • It is limited to once a year, and the duration abroad must not exceed 30 days from the departure date from Malaysia.
  • 4
    What documents are required to be uploaded for an overseas travel application?

    For official travel, applicants must upload complete letters/documents (in PDF format) related to the planned travel. These include:

  • Invitation letter
  • Funding approval letter or sponsorship letter if the trip is sponsored by an external party.
  • Program schedule/itinerary for the entire travel period
  • 5
    How long does it take to obtain the Vice-Chancellor's approval for the submitted application?

    The approval process by the Vice-Chancellor takes up to 14 days from the submission of a complete application by the applicant. This period includes the time allocated to the SPLN secretariat for review, the finance zone for budget confirmation (if applicable), the Head of PTJ for application support, and finally, the approval by the Vice-Chancellor.

    6
    How can I claim expenses for official matters that have been applied for and approved?

    For official travel using UPM funds, you can submit your expense claims to your respective PTJ financial zone within 3 months after the trip and once the application has been approved by the Vice-Chancellor.

    7
    What are the implications if the overseas travel application is not submitted?

    Travel undertaken before submitting an application or before obtaining the Vice-Chancellor's approval is the responsibility of the applicant. The applicant must bear the risk of the trip. UPM will not be responsible for anything that happens to the applicant while abroad. Applicants who fail to comply may be deemed to have violated university directives, and no claims will be paid by the Bursar’s Office.

    Updated:: 16/10/2024 [alia.fauzi]

    OFFICE OF THE VICE CHANCELLOR
    Universiti Putra Malaysia
    43400 UPM Serdang
    Selangor Darul Ehsan
    +603 9769 6001
    +603 9769 2016
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